SOUTH SEATTLE TRAVEL TRAINING Travel Forms How to

SOUTH SEATTLE TRAVEL TRAINING Travel Forms

How to Complete Mileage Reimbursement (TEV)

How to Create A Travel Document 1) Go to https: //apps. seattlecolleges. edu/Travel/login. asp x? Return. Url=%2 f. Travel%2 fdefault. aspx 2) Enter your Employee SID and Pin to log in.

How to Create A Travel Document CHOOSE THE OPTION THAT APPLIES: Create NEW TEV: • If you are ONLY claiming reimbursement for mileage, parking, tolls OR ferry tickets Create NEW TEV from TAR: • Information from the TAR will automatically transfer into the TEV form.

Travel Expense Voucher (TEV) General Information *If creating a TEV from TAR, this information as well as other travel information should automatically populate • • • Traveler: Click on the field. • A “search employee” list will pop up, type in the travelers last name and hit “Filter. ” • Select the traveler (occasionally more than one selection will appear, make sure the SID # is correct) Department: Type in name of Dept. Travel Purpose: Briefly Describe the purpose of the travel. Hotel Name: If this does not apply, type “N/A” Maximum Lodging Exception/50 Mile Lodging Exception: Only need to select an exception if applicable.

Travel Expense Voucher (TEV) General Information Registration: Select “Not Applicable, ” click “Save & Go Next. ” Home Address: • Traveler’s address will automatically load from the employee record. • If the address is correct, click “Save & Go Next. ” If you paid registration with your department credit card, note that in the comment section.

Travel Expense Voucher (TEV) Itinerary details • Enter in your DEPARTURE date/time and RETURN date/time. • Transportation Mode: Privately Owned Vehicle. • Click on Add Travel Itinerary • **Always make sure to add a return trip! • Click on “Add Itinerary” to add another line.

Travel Expense Voucher (TEV) Itemized Expenses List • Click “Add Expense” for each travel expense. Creating a TEV from TAR - This information should automatically populate. • • Edit expenses if there has been any additional costs (i. e. lodging tax etc. ) Add/delete expenses – (i. e. taxi, baggage fee, meals etc. ) • Any additional costs added or deleted on the TEV needs to be explained in the comment section.

Travel Expense Voucher (TEV) Itemized Expenses List • Mileage (GC) • • Reimbursement only • • As of January 2017, POV Rate is $0. 535 per mile. • Attach detailed mileage log to the hard copy of the TEV. MUST enter whole number in “unit” field (ex: 29. 8 miles = 30 miles). The system will calculate the reimbursement amount automatically.

Travel Expense Voucher (TEV) Budget to be charged Click “Add Charge” • A list will pop up with a Summary Amount for each Expense Type. • Add a budget to charge for each Expense Type(i. e. GC, GD) • If you are using one budget number, you can charge the total Summary Amount for the Expense Type. • If you are using multiple budget numbers, you can split up the Expense Type charge as long as they equal the Summary Amount.

Travel Expense Voucher (TEV) Budget to be Charged • • Itemized expense total must equal the total charge. • It will not let you move on until all expenses are accounted for. • Example: • Top: The Total Charge is $16. 05 and the Total Expense is $26. 05. Since the two charge don’t match it won’t let you move on. • Bottom: The Total Charge is $26. 05 and the Total Expense is $26. 05. They both match and you are good to move on ! TIP: If you add many new charges, or change the prices of items drastically, the system might have you re-add all the Itemized Expenses on this page.

Travel Expense Voucher (TEV) Comments • COMMENTS/NOTES/SPECIAL INSTRUCTIONS: • Please use this space to note extra information as needed. • Examples: • Please see attached spreadsheet for more information • Mileage maps and parking receipt attached.

Travel Expense Voucher (TEV) • • Select “Save & Review For Submission. ” Once you have checked to make sure the form is filled out correctly, select the check box and hit “submit”. • • If you need to make a correction after the form has been submitted electronically, email your Travel Coordinator to reject it (reference the TEV number). Need to make a correction: Select cancel and it will save all the information you have inputted up to that point. • To edit the form, go to your “Active TEV Reports” and hit the EDIT icon for the TEV.

Travel Expense Voucher (TEV) Signatures • Obtain the appropriate signatures on the hard copy before turning the TEV into your Travel Coordinator: • • • Requester’s Signature Supervisor/Budget Campus President must sign the TEV for the following reason: • • • In-state overnight stay for more than 3 nights Any Out-of-State travel Any international Travel Attach all ORIGINAL receipts to your hard copy!

Travel Expense Voucher (TEV) Print Instructions • Once you have submitted your form electronically, print a hard copy. • • **Sometimes you need to right click on the form to find the print option. Attach to hard copy (if applicable): • All original receipts • • • Hotel Taxi Baggage Parking Etc. Mileage maps

Travel Expense Voucher (TEV) Questions? ? ? ?