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  Quick Reference guide TO THE e-travel Management service

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Table of Contents

[Introduction 4](#introduction)

[Step By Step Instructions For Creating A Travel Authorization
4](#step-by-step-instructions-for-creating-a-travel-authorization)

[STEP 1 -- Starting your Travel Authorization
5](#step-1-starting-your-travel-authorization)

[STEP 2 -- Defining your Departure Date
5](#step-2-defining-your-departure-date)

[STEP 3 -- Defining your Destination(s)
5](#step-3-defining-your-destinations)

[STEP 4 -- Defining your Return Segment
6](#step-4-defining-your-return-segment)

[STEP 5 - Making Reservations 6](#step-5---making-reservations)

[Online Reservations (Airline, Rental Car and Hotel)
6](#online-reservations-airline-rental-car-and-hotel)

[Airline Reservations 6](#airline-reservations)

[Rental Car Reservations 7](#rental-car-reservations)

[Hotel Reservations 8](#hotel-reservations)

[Manual Reservations 9](#manual-reservations)

[Using a Privately Owned Vehicle 9](#using-a-privately-owned-vehicle)

[STEP 6 -- Entering Other Expenses (Optional)
10](#step-6-entering-other-expenses-optional)

[Entering Mileage 10](#entering-mileage)

[STEP 7 -- Justification (Only when prompted)
11](#step-7-justification-only-when-prompted)

[STEP 8 -- Days Excluded 11](#step-8-days-excluded)

[STEP 9 -- Comments 11](#step-9-comments)

[STEP 10 -- Complete Plan 11](#step-10-complete-plan)

[Advance Block (Optional) 12](#advance-block-optional)

[Project Code Block (Depends on Agency Setup)
12](#project-code-block-depends-on-agency-setup)

[Trip Allocations Block 12](#trip-allocations-block)

[Cost Center 12](#cost-center)

[Object Classes 13](#object-classes)

[Split Allocations 13](#split-allocations)

[Submitting Your Travel Plan 14](#submitting-your-travel-plan)

[Step By Step Instructions For Creating An Expense Voucher
15](#step-by-step-instructions-for-creating-an-expense-voucher)

[STEP 1 -- Starting Your Expense Voucher
15](#step-1-starting-your-expense-voucher)

[STEP 2 -- Summary Of Expenses 15](#step-2-summary-of-expenses)

[Total Meals 15](#total-meals)

[Total Lodging 16](#total-lodging)

[Total Transportation 16](#total-transportation)

[Total Rental Car 16](#total-rental-car)

[Total Other Expenses 17](#total-other-expenses)

[Entering Mileage 17](#entering-mileage-1)

[Split To Card 18](#split-to-card)

[Credit Card Management 18](#credit-card-management)

[STEP 3 -- Comments 19](#step-3-comments)

[STEP 4 -- International Date Line (Only appears for foreign travel)
20](#step-4-international-date-line-only-appears-for-foreign-travel)

[STEP 5 -- Receipts 20](#step-5-receipts)

[STEP 6 -- Complete Voucher 21](#step-6-complete-voucher)

[Submitting Your Report 21](#submitting-your-report)

[Step By Step Instructions For Creating A Local Expense Voucher
22](#step-by-step-instructions-for-creating-a-local-expense-voucher)

[STEP 1 -- Starting Your Local Expense Voucher
22](#step-1-starting-your-local-expense-voucher)

[STEP 2 -- Entering Expenses 22](#step-2-entering-expenses)

[Entering Expense Information 22](#entering-expense-information)

[Entering Financial Information 23](#entering-financial-information)

[Entering Expense Amount 23](#entering-expense-amount)

[Entering Mileage 24](#entering-mileage-2)

[STEP 3 -- Comments 24](#step-3-comments-1)

[STEP 4 -- Receipts 25](#step-4-receipts)

[STEP 5 -- Complete Local Voucher 25](#step-5-complete-local-voucher)

[Submitting Your Report 25](#submitting-your-report-1)

**Quick Reference Guide**

# Introduction

> The purpose of this guide is to step you through the basic processes
> of creating a travel authorization and expense voucher.

# Step By Step Instructions For Creating A Travel Authorization

***Before You Begin***

> Before you go on travel, you should ask the following:

-   What is the purpose of the trip?

-   What is my departure date?

-   What is the destination city or cities?

-   What is my mode of transportation? (Contract or commercial flight,
    private auto, train, bus, etc. or a combination)

-   Will I need a rental car? If so, what size?

-   Which hotel will I reserve?

-   How long will I be staying?

-   Will I have other expenses?

## STEP 1 -- Starting your Travel Authorization

1.  From the **Organizer** page, click on the **Show Desktop** button in
    the **My Travel** block.

2.  Click **Travel Plan** from the list of menu options.

## STEP 2 -- Defining your Departure Date

1.  Specify your **Depart Date** by clicking the drop-down arrow next to
    each field then select the appropriate month, day and year for your
    departure date.

2.  Specify the purpose code by clicking the drop-down arrow next to the
    Purpose Of Trip field then select the appropriate purpose
    description from the list.

3.  Click the **Add** button to add this segment to your travel plan. It
    will appear on the right side of the page.

## STEP 3 -- Defining your Destination(s)

1.  The destination city form appears. To add the city you intend to
    visit enter the first few letters of the city name in the City field
    then select the **Cities** menu option. From the city selection
    page, select your destination city by clicking once on its name. The
    City, State, Country and Airport Code fields are automatically
    populated.

2.  Select the drop-down arrow to the right of the **Segment Type**
    field and select the appropriate segment type for your trip. This
    will determine how your per diem is calculated.

3.  Select the drop-down arrow to the right of the **Travel Mode**
    field. When the list appears, click on the appropriate selection for
    your trip. Travel mode refers to the method by which you will travel
    from your departure city to your destination city/cities.

4.  Select the drop-down arrow to the right of the **Payment Method**
    field. When the list appears, click on the appropriate selection for
    your trip.

5.  Select the drop-down arrows next to each block of the **Depart
    Date** field to select the appropriate month, day and year for your
    departure date.

6.  Click the **Add** button to add this segment to the travel plan. It
    will appear below your departure segment on the right side of the
    page. **Note:** Repeat this process for each TDY city you intend to
    travel to.

## STEP 4 -- Defining your Return Segment

> The system assumes you are returning home every time you add a
> segment.

1.  Click the **Add** button to save your return home segment. It will
    appear below your destination segment on the right side of the page.

## STEP 5 - Making Reservations

### Online Reservations (Airline, Rental Car and Hotel)

1.  To access the Online Booking Engine, select the **Reservations**
    menu option from the **Travel Plan** page.

2.  For each form on the **Reservations** page click the down arrow to
    the right of the Departure Time field then click on your selection.

3.  Select the **Online Booking** menu option. The system will search
    for flights based on the airport code, date and time specified on
    the **Reservation** page.

4.  Make your selections as described below:

### Airline Reservations

1.  Click the **Select** link to designate the flight you would like to
    take. You may have to scroll down to view other selections.
    **Note:** A list of **Government Contract Airline**s will appear
    first in the list. If you select a non-contract flight a
    Justification section will be added to your Travel Plan.

2.  Select the return home flight for the date you will be returning
    home by clicking the Select link corresponding to your flight of
    choice.

3.  After making your selection, both of the flight schedules you
    selected appear. Select the **Next** button to get a fare quote for
    these flights. **Note:** You may select the **Back** button to make
    changes to your flight selection.

4.  To reserve a fare option, click on your selection (Federal YCA Fare
    is government preferred, Lowest Published, Non Restrictive, Non
    Penalty and First Class). Note: This page shows your requested
    itinerary and different Itinerary Options for government travelers.

5.  Click the **Reserve** button at the bottom of the page. Once the
    reservation has been made, the system will allow you to click the
    **Return to Segment** button.

> **Note**: If a rental car and/or hotel are required, proceed to the
> **Rental Car Reservations** section of this document.

### Rental Car Reservations

1.  From the **Reserve Itinerary** page, click on the **Reserve a Car**
    icon. **Note:** Your destination city is listed under the Car icon.
    Be sure you are reserving the car in the correct city.

2.  Click the Continue button to proceed.

3.  To select an agency from which you wish to rent, click on the agency
    name link appearing in the list. **Note:** Rental car agencies
    showing a double star icon represent agencies offering a government
    contract daily rate. These agencies will appear first in the list
    followed by non-contract agencies.

4.  Select your car size by clicking on the name of the car type in the
    list.

5.  Select the **Continue** button at the bottom of the page to save
    your selections and return to the Reserve Itinerary page. **Note:**
    Scroll to the bottom of the page to view the rental car information
    you selected, e.g., rate per day, a confirmation number, etc.

### Hotel Reservations

1.  From the **Reserve Itinerary** page, click the **Reserve a Hotel**
    icon. **Note:** Your destination city is listed under the Hotel
    icon. Be sure you are reserving the hotel in the correct city.

2.  The Reserve a Hotel page appears displaying your trip parameters. At
    this point, you may accept the defaults or change your room type
    preference, hotel chain preference and the number of nights you will
    need the hotel.

3.  Click the **Continue** button to view the results of the hotel
    search. A list of hotels that match your search criteria is
    displayed. Above this list you will see the lodging per diem rate
    for this location. If your destination city contains Federal Premier
    Lodging Properties (FPLP), these will appear first in the list of
    hotels along with their rates.

4.  To view room rates for a FPLP hotel click on the hotel name. For a
    non-FPLP hotel, click the link labeled **Click Here to View Rooms
    and Rates** found above the hotel name.

5.  The list of available rooms is displayed. Make your selection by
    clicking on the radio button beside your choice then click the
    Continue button. Notice the first hotel you selected is assigned
    Priority 1. It is recommended to select three hotels in case the
    first hotel is not available.

6.  After making your hotel choices, click the **Continue** button to
    return to the Reserve Itinerary page.

7.  After verifying the information presented is correct, scroll to the
    bottom of the Reserve Itinerary page. There are three options
    available to you at this time.

    -   If you need to add any remarks to the agent, enter them in the
        **Reserve Remarks** field.

    -   If you did not select the government contract fare you will be
        required to select a justification by clicking the arrow to the
        right of the Notice field and selecting an option.

    -   You can select specific seats on your flights (if available) by
        selecting the **Select seats from maps** radio button under
        **Seating Options** section.

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8.  To reserve this itinerary and allow an agent to choose your seats,
    click the **Reserve** button. Your itinerary is automatically
    e-mailed to you.

> If your travel arrangements were made through our Online Booking
> Engine then you may proceed to the section titled, "**Submitting Your
> Travel Plan."**

### Manual Reservations

1.  Click the drop-down arrow to the right of the **Airline** field.
    From the list of airlines, click once on the name of the airline
    with which you have your reservations.

2.  Enter the flight in the **Flight \#** field.

3.  Click in the **Airfare** field and enter the amount of the ticket.
    Make sure you enter the total amount of the ticket.

4.  If you have a confirmation number enter it in the **Ticket \#**
    field.

5.  Click in the **Hotel** field and type the name of the hotel where
    you have your reservations.

6.  The per diem lodging allowance is displayed. To change this amount,
    highlight the field then key in the amount (no dollar symbol, \$, is
    necessary). It must be of equal or lesser value. **(optional)**

7.  If you have a confirmation number enter it in the **Hotel Confirm.
    \#** field.

8.  Enter the rental car agency with whom you have made your
    reservations by clicking in the **Rental Car** field and typing in
    the agency name.

9.  To select a particular car size, click the arrow to the right of the
    **Rental Car Size** field then make your selection from the list.

10. Enter the cost of the car per day by clicking in the **Daily Rental
    Car Cost** field and typing in the dollar amount.

> **Note:** Only enter the daily rate for the Rental Car. Example: The
> rental car will cost you \$30 per day; only enter \$30 in the **Daily
> Rental Car Cost** field. The system will calculate the number of days
> you will need the rental car and add that amount on the **Financial
> Summary** page.

11. To select a payment method, click the arrow to the right of the
    **Pay Method** field. When the list of available payments appears,
    click once on your selection.

12. Click the arrow to the right of the **Travel Mode** field to access
    the list of available transportation types. Make your selection from
    the drop down list by clicking once on your choice.

### Using a Privately Owned Vehicle

> If you select Privately Owned Vehicle as your **Travel Mode**, a
> Mileage button will appear. Click this button to enter the mileage
> type and the number of miles you will be traveling.

1.  Select the type of mileage you intend to claim (Advantageous to the
    Gov., Gov. Car not convenient, etc.) by clicking the appropriate
    radio button.

2.  Enter the number of miles you intend to travel (one way) in the
    **Number of Miles** field.

3.  Select the **Return to Reserv.** menu option to return to the
    Reservation page.

## STEP 6 -- Entering Other Expenses (Optional) 

1.  To access this page, select the **Other Expenses** menu option from
    the Travel Plan page.

2.  Click the drop-down arrow to the right of the **Expense** field and
    select the appropriate expense item.

    -   To enter a mileage expense, follow the steps listed in the
        *Entering Mileage* section found immediately following this
        section.

3.  To enter the expected date of the expense, click the drop-down arrow
    to the right of the **Month** field and select the appropriate
    month. Repeat the same process to enter the **Day** and **Year**.

4.  Enter the dollar amount of the expense in the **Amount** field.

5.  Click the **Add** button to register the information you entered.

6.  Repeat the preceding steps to add more expenses or select the
    **Return to Plan** menu option if finished entering expenses.

### Entering Mileage

1.  Select the **Mileage** expense item from the drop down list of
    expenses.

2.  To enter the expected date of the expense, click the drop-down arrow
    to the right of the **Month** field and select the appropriate
    month. Repeat the same process to enter the **Day** and **Year**.

3.  Enter the number of miles claimed in the **Nbr. Miles** field then
    click the **Calculate** button. The calculated dollar amount appears
    in the **Amount** field.

4.  Click the **Add** button to register the information you entered.

## STEP 7 -- Justification (Only when prompted)

1.  To access the Justification page, select the Justifications menu
    option from the Travel Plan page.

2.  Place your cursor in the **Justification** field and type in a brief
    explanation.

3.  After entering all required justifications, select the **Return to
    Plan** menu option to return to the Travel Plan page.

## STEP 8 -- Days Excluded

1.  To access the Exclude Days page, select the **Days Excluded** menu
    option from the Travel Plan page.

2.  Click in the box to the left of the date(s) you intend to exclude.

3.  Select the **Return To Plan** menu option to return to the Travel
    Plan page.

## STEP 9 -- Comments

1.  To access the Comments page, select the Comments menu option from
    the Travel Plan page.

2.  Enter your comments in the text box provided.

3.  Select the **Return To Plan** menu option to return to the Travel
    Plan page.

## STEP 10 -- Complete Plan

1.  To access this page, select the **Complete Plan** menu option from
    the Travel Plan page.

> The Financial Summary page contains several sections of information: a
> summary block, an allocations block and an advance block; and several
> menu options pertaining to the submitting of your travel document.
>
> Depending on your organization's preferences you may also have a
> project code block.

### Advance Block (Optional)

1.  Click the drop-down arrow to the right of the **Advance** field.

2.  Choose the type of advance from the list of available advances.

3.  Click the **Calculate** button to determine the advance amount. The
    Travel Management System automatically populates the **Amount**
    field based on predetermined rates provide by your organizational
    officials.

4.  You may increase or decrease this predetermined advance amount,
    however you must provide a justification if you increase the amount.

> **Note:** If you select an advance and decide not to use it, select
> "No Advance" from the **Advance Type** field. The dollar amount will
> automatically be zeroed out from the **Advance** field.

### Project Code Block (Depends on Agency Setup)

> The Project Code block allows you to define the purpose of your trip
> in greater detail. To enter a code,

1.  Click the drop-down arrow to the right of the Project Code field.

2.  Click once on your selection.

### Trip Allocations Block

#### Cost Center

> The system automatically defaults to the Cost Center and Object Class
> that your System Administrator assigned in your User Profile.
>
> To change the Cost Center default, follow the steps below:

1.  Click the **Insert** link located to the right of the first
    **Amount** field.

2.  Click the blue link for the **Cost Center** you intend to charge for
    the travel. (See Figure above)

3.  You may select a Cost Center from another Organization or Search for
    more Cost Centers by following these steps:

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a.  Select the organization the Cost Center belongs to by clicking the
    drop-down arrow to the right of the **Organization** field then
    clicking once on the appropriate organization.

b.  Select whether to search by **Descriptions** or **Cost Centers** by
    clicking the drop-down arrow to the right of that field and clicking
    once on your choice.

c.  You may enter the first few characters of the Description or Cost
    Center for which you are searching in the text box next to the
    **Search** button. If you do not know this information you may skip
    this step.

d.  Click the **Search** button.

e.  After locating the **Cost Center**, click once on the link for your
    choice.

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4.  The Cost Center you selected populates the corresponding field in
    the Trip Allocations block.

#### Object Classes

> You may change the Object Class in the same manner as the Cost Center.
> Follow the steps below:

1.  Click the **Insert** link located to the right of the **Amount**
    field for the accounting line with which you are currently working.

2.  Click the blue link for the **Object Class** you intend to use.

3.  If the Object Class you intend to use is not listed, use the
    following steps:

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a.  Select whether to search by **Descriptions** or **Object Classes**
    by clicking the drop-down arrow to the right of that field and
    clicking once on your choice.

b.  You may enter the first few characters of the Description or Cost
    Center for which you are searching in the text box next to the
    **Search** button. If you do not know this information you may skip
    this step.

c.  Click the **Search** button.

d.  After locating the **Object Class**, click once on the link for your
    choice.

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```
4.  The **Object Class** you selected populates the corresponding field
    in the **Trip Allocations** block.

#### Split Allocations

> This option allows you to divide the cost of your trip between
> different Cost Centers and/or Object Classes.
>
> To split amounts to another Cost Center and Object Class, follow the
> steps below:

1.  Click the **Insert** link next to the first zero dollar **Amount**
    field.

2.  Click the link for the **Cost Center** you intend to charge for the
    travel.

3.  Click the same **Insert** link as in Step 1 above.

4.  Scroll down to the **Object Class** list and click the link for the
    **Object Class** you intend to use.

> Enter the dollar amount to charge to the second Cost Center in the
> **Amount** field.

### Submitting Your Travel Plan

> There are 3 menu options related to your Travel Plan on the Financial
> Summary page. They are summarized below.

-   To make further edits in your Travel Plan, select the **Return to
    Plan** menu option.

-   If you are waiting for more information pertaining to your Travel
    Plan, you may place the document on hold by selecting the **Hold
    Document** menu option. If you select this option, the system will
    automatically return you to the Travel Desktop page where you will
    see your document listed with a status of **On Hold**. If no further
    edits are necessary, you may submit your plan through the Document
    Controls page. (See the section titled *Document Control Options*
    immediately following this section.)

-   To forward your travel plan to your approving officials, select the
    **Submit Document** menu option. If you select this option, the
    system will automatically return you to the Travel Desktop page
    where you will see your document listed with a status of **Under
    Review**.

> **Note:** When you submit your Travel Plan, the system automatically
> routes your document through your approval chain notifying the
> approver(s) via e-mail.

#  

# Step By Step Instructions For Creating An Expense Voucher

## STEP 1 -- Starting Your Expense Voucher

1.  From the **Organizer** page, click on the **Show Desktop** button in
    the **My Travel** block.

2.  Click in the radio button for the approved Travel Plan from which
    you intend to create an Expense Report.

3.  Select the **Expense Report** menu option from the left side of the
    page.

> This page consists of three sections:
>
>  **Summary of Expenses** - This section will provide you with a total
> cost summary of Meals, Lodging, Transportation, Rental Car and Other
> Expenses. You may modify each of these items from this section.
>
>  **Itemized Expenses** - This section of the Expense Report provides
> a breakdown of all the expenses incurred each day on travel. These
> amounts are generated from the Summary of Expenses section.
>
>  **Split To Card** -- The system allows the traveler to make a direct
> payment to his/her government issued credit card. The amount entered
> in this field will be automatically deducted from the Total
> Reimbursement amount and paid directly to the credit card once the
> Expense Report has a *Completed* status.

## STEP 2 -- Summary Of Expenses

### Total Meals

### 

> To edit your Total Meals, follow the steps below:

1.  Click the **Edit** link to the right of the **Total Meals** amount.

2.  To modify the meal expense, highlight the specific **Amount** field
    next to the date the expense occurred and enter a new dollar amount.

3.  For a further breakdown of the meals allowance click on the
    binoculars icon next to the date field.

4.  To remove a specific meal amount, click in the checkbox next to it.

5.  After marking the meals, select the **Return to Daily Meals** menu
    option.

6.  To return to the main Expense Report page, select the **Return to
    Report** menu option.

### Total Lodging

> To edit your Total Lodging follow the steps below:

1.  Click the **Edit** link to the right of the **Total Lodging**
    amount.

2.  To modify a lodging expense, highlight the specific **Amount** field
    next to the date the expense occurred and enter a new dollar amount.

> **Note:** You cannot exceed the Max lodging displayed in the expense
> report. If you need to increase the lodging you must amend your Travel
> Plan first to include the segment types **Actual Necessary 150%** or
> **Actual Necessary 300%**.

3.  Select the **Return to Report** menu option to return to the Expense
    Report page.

### Total Transportation

> To edit your Transportation Amount follow the steps below:

1.  Click the **Edit** link to the right of the **Total Transportation**
    amount.

2.  To modify the expense amount, highlight the appropriate field (**Air
    Fare** or **Rail Cost**), and enter the new amount.

3.  Select the **Return to Report** menu option to return to the Expense
    Report page.

### Total Rental Car

> To edit your Rental Car Amount, follow the steps below:

1.  Click the **Edit** link to the right of the **Total Rental Car**
    amount.

2.  To modify the rental car expense, highlight the field next to the
    **Total Rental Car Cost** field then enter the new amount.

3.  Select the **Return to Report** menu option to return to the Expense
    Report page.

### Total Other Expenses

> To edit your Other Expenses, follow the steps below:

1.  Click the **Edit** link to the right of the **Total Other Expenses**
    amount.

> **Note:** The **Date** field defaults to the first day of your trip,
> and all of the expenses claimed in your Travel Plan have been
> transferred to this page.

2.  To specify the expense category, click the drop-down arrow to the
    right of the **Expense** field and select it from the list.

3.  To enter the date of the expense click the drop-down arrow to the
    right of the **Month** field and select the appropriate month.
    Repeat the same process to enter the **Day** and **Year**.

4.  Enter the dollar amount of the expense in the **Amount** field.

5.  Click the **Add** button to register the information you entered.

> **Note:** To delete an expense from the itemized list, click the
> **DEL** link for that expense. It will be removed from the itemized
> list on the right side of the page. To modify an expense, click the
> **MOD** link. Notice the original expense information you entered is
> populated again. Make the necessary edits then click the **Modify**
> button to save your changes. The new data will appear in the itemized
> list on the right side of the page.

#### Entering Mileage

> To claim your mileage as an Other Expense, follow these steps:

1.  Select the **Mileage** expense item from the drop down list of
    expenses.

2.  To enter the expected date of the expense, click the drop-down arrow
    to the right of the **Month** field and select the appropriate
    month. Repeat the same process to enter the **Day** and **Year**.

3.  Enter the number of miles claimed in the **Nbr. Miles** field then
    click the **Calculate** button. The calculated dollar amount appears
    in the **Amount** field.

4.  Click the **Add** button to register the information you entered.

#### Split To Card

### 

> The Travel Management System allows you to make a direct payment to
> your Government Issued Credit Card. The amount you specify will be
> automatically subtracted from your reimbursement amount and paid to
> the credit card once your document has been finally approved.
>
> To split part of your reimbursement to the card,

1.  Place your cursor in the **Split to Card** field on the Expense
    Report page.

2.  If there is no existing amount in the field, then enter the dollar
    amount you wish to put toward the card.

3.  If there is an existing amount in the field, simply add the new
    amount to the existing amount.

#### Credit Card Management

### 

> The system's Credit Card Management feature keeps track of all your
> Government Issued Credit Card charges. Anytime you use your card while
> on travel, the transaction is automatically entered into the system.
> This makes it easy for you to claim your charges in your Expense
> Report.
>
> To see a list of your outstanding credit card charges,

1.  Click the **Credit Card** icon located to the right of the
    **Amount** field.

2.  To claim a specific charge, click the **select** link to the right
    of the item you intend like to claim. Once a charge has been
    selected, the **Amount** field in the **Trip Expense** section is
    populated along with the **Split to Card** field.

3.  Click the drop-down arrow to the right of the **Expense** field to
    define the type of expense you are claiming. Make your selection
    from the list of expenses.

4.  To enter the date of the expense click the drop-down arrow to the
    right of the **Month** field and select the appropriate month.
    Repeat the same process to enter the **Day** and **Year**.

5.  Click the **Add** button to save this expense and enter it into the
    itemized list on the right side of the page.

> To remove your claimed credit card transactions from the list of
> charges follow these steps:

1.  Click the **Credit Card** icon.

2.  Click the **Remove** link next to the charge that you already
    claimed.

-   This removes the charge from the **Credit Card Transaction** section
    and adds it to the **Credit Card Summary** page.

> To view the **Credit Card Summary** page,

1.  Click the **View/Edit All Transactions** link located at the bottom
    of the **Credit Card Transactions** section.

-   A listing of all of the charges made to your Government Issued
    Credit Card is displayed. The charges may be sorted by **Merchant
    Description**, **Date**, **Ref. Number**, and **Amount**. You may
    choose to display **10**, **20**, or **30** transactions at a time.

> **Note:** Charges that have a checkmark in the **Show** field means
> that you have claimed this charge before removing it from the **Credit
> Card Transaction** page.

2.  Choose your sort criteria, enter the appropriate data then click the
    **GO** button next to the criteria you selected.

3.  To exit this page, select the **Return to Other** menu option.

4.  If all expenses have been claimed for this report, select the
    **Return to Report** menu option to return to the main Expense
    Report page.

## STEP 3 -- Comments

1.  Select the **Comments** menu option.

2.  Place your cursor in the text box then type your comments.

3.  Select the **Return to Report** menu option to return to the Expense
    Report page.

## STEP 4 -- International Date Line (Only appears for foreign travel)

> For foreign travel that crosses different time zones the traveler will
> see an additional menu option in their Expense Report labeled IDL
> (International Date Line). This option allows an increase or decrease
> to the meals and lodging expense based on your selection. After
> modifying the IDL, a message will appear below the Split to Card field
> displaying the date(s) that were adjusted.
>
> International Date Line Adjustment option will allow you to modify
> your per diem by placing a checkmark in the appropriate column;
> Gained, Lost or Normal (system default), that corresponds with the IDL
> date(s) of your trip.

## STEP 5 -- Receipts

1.  Select the **Receipts** menu option.

2.  For each expense item in the list for which you have a receipt,
    click in the **Yes** checkbox next to that item.

    -   If you do not have a required receipt, enter a justification by
        typing it in the **Justification** field.

> **Note:** The system is designed to conform to the FTR/JFTR Rules. Any
> expense items that require a receipt will automatically appear on this
> page. Your System Administrator has the ability to set triggers which
> will require receipts as well.

3.  Select the **Return to Report** menu option to return to the Expense
    Report page.

## STEP 6 -- Complete Voucher

1.  Select the **Complete Report** menu option.

### Submitting Your Report

-   To make further edits in your Expense Report, select the **Return to
    Report** menu option.

-   If you are waiting for more information pertaining to your Expense
    Report, you may place the document on hold by selecting the **Hold
    Document** menu option. If you select this option, the system will
    automatically return you to the Travel Desktop page where you will
    see your document listed with a status of *On Hold*. If no further
    edits are necessary, you may submit your plan through the Document
    Controls page.

-   To forward your expense report to your approving officials, select
    the **Submit Document** menu option. If you select this option, the
    system will automatically return you to the Travel Desktop page
    where you will see your document listed with a status of *Under
    Review*.

> To submit your Expense Report to your Approving Officials:

1.  Select the **Submit Document** menu option.

2.  Click the **OK** button to certify that the information you added to
    the Expense Report is correct.

> After submitting your document, the Travel Management System will
> route your document through your approval chain. Your approvers are
> notified via e-mail. Notice that the system automatically returns to
> your Desktop page and the status of the document is now *Under
> Review*.

# Step By Step Instructions For Creating A Local Expense Voucher

## STEP 1 -- Starting Your Local Expense Voucher

1.  From the **Organizer** page, click on the **Show Desktop** button in
    the **My Travel** block.

2.  Click **Local Expense** form the list of menu options.

## STEP 2 -- Entering Expenses

### Entering Expense Information

1.  Enter the reason for claiming the expense by typing the text in the
    **Expense Items Comments** field.

    -   Be as descriptive as possible; these comments will appear in the
        expense items list as you claim each item. Keep in mind that
        your approving official will also see these comments.

2.  Enter the date of the expense by clicking the drop-down arrow to the
    right of the **Month** field and select the appropriate month.
    Repeat the same process to enter the **Day** and **Year**.

    -   Local Expenses may not be claimed beyond the current date.

3.  Enter the expense type by clicking the drop-down arrow to the right
    of the **Expense Item** field and selecting it from the list.

### Entering Financial Information

> Your organization may be structured so that each expense selected has
> a default Cost Center and Object Class associated with it. If this is
> not the case, follow the steps below to select the appropriate Cost
> Centers and Object Classes.

1.  To add or change a Cost Center, click the **List** button located to
    the right of the **Object Class** field.

2.  Click the name of the Cost Center to which you intend to charge the
    travel.

    -   The Cost Center you selected populates the corresponding field
        on the Local Expenses page.

3.  To add or change the Object Class click the **List** button located
    to the right of the **Object Class** field.

    -   To access the list of Object Classes you may need to scroll down
        when the page appears.

4.  Select the Object Class you intend to use.

    -   The Object Class you selected populates the corresponding field
        on the **Local Expenses** page.

> **Note:** The **Financial Summary** section is included on the Local
> Expenses page. This section displays a running total of the expenses
> you claim grouped by Cost Center and Object Class.

### Entering Expense Amount

1.  Click in the **Amount** field and enter the dollar amount of the
    expense.

2.  Click the **Add** button located to the right of the **Amount**
    field to save the information you entered.

3.  To claim more expenses, repeat steps 1-6 of this section.

    -   To delete an expense item, click the **DEL** link located to the
        right of the expense item in the itemized list you would like to
        remove.

### Entering Mileage

> The procedure for claiming mileage differs slightly from the other
> expenses.

1.  Follow the steps listed in the previous sections to enter the
    comment, date, cost center and object class.

2.  Select *Mileage Cost* in the **Expense Item** field,

    -   The **Add** button changes to a **Miles** button.

3.  Click the **Miles** button.

4.  Select the appropriate mileage category on the **Private Auto** page
    by clicking the radio button to the left of your choice.

5.  Enter the number of miles in the **Number of miles** field.

> **Note:** The number of miles you enter may be either one way or round
> trip. You must specify whether you are claiming round trip or one-way
> mileage in the **Comments** section of this expense item.

6.  Select the **Return to Loc. Exp** menu option to return to the Local
    Expense page.

    -   The reimbursement amount is automatically calculated and added
        to the itemized list and the financial summary section.

## STEP 3 -- Comments

> This menu option allows you to add comments to your local expense
> report for your approvers to view. To enter Comments, follow the steps
> below:

1.  Select the **Comments** menu option.

2.  Place your cursor in the text box then type your comments.

3.  Select the **Return to Loc. Exp** menu option to return to the Local
    Expense page.

## STEP 4 -- Receipts

> This option is used to identify which required receipts will be
> submitted with the local expense document. You may also add any
> reasons necessary to justify the lack of required receipts on this
> page.

-   The receipt process for Local Expenses is identical to that of a
    regular Expense Report.

1.  Select the **Receipts** menu option from the Local Expense page.

2.  For each expense item in the list for which you have a receipt,
    click in the **Yes** checkbox next to that item.

    -   If you do not have a required receipt, remove any checkmark in
        the **Yes** field and enter a justification by typing it in the
        **Justification** field.

## STEP 5 -- Complete Local Voucher

### Submitting Your Report

-   To make further edits in your Local Voucher, select the **Return to
    Loc. Exp.** menu option.

-   If you are waiting for more information pertaining to your expenses,
    you may place the document on hold by selecting the **Hold
    Document** menu option. If you select this option, the system will
    automatically return you to the Travel Desktop page where you will
    see your document listed with a status of *On Hold*. If no further
    edits are necessary, you may submit your plan through the Document
    Controls page.

-   To forward your expense report to your approving officials, select
    the **Submit Document** menu option. If you select this option, the
    system will automatically return you to the Travel Desktop page
    where you will see your document listed with a status of *Under
    Review*.

> To submit your Local Voucher to your Approving Officials:

1.  Select the **Submit Document** menu option.

2.  Click the **OK** button to certify that the information you entered
    on the Voucher is correct.

> After submitting your document, the Travel Management System will
> route your document through your approval chain. Your approvers are
> notified via e-mail. Notice that the system automatically returns to
> your Desktop page and the status of the document is now *Under
> Review*.