This demonstration will help Cal ATERS Global users

This demonstration will help Cal. ATERS Global users understand create: Travel Advance and Expense Reimbursement Forms Internet Explorer Users: Click Browse, then Full Screen, to enlarge your view of this presentation. Left click on your mouse to move forward through the presentation.

What is Cal. ATERS Global? The California Automated Travel Expense Reimbursement System (Cal. ATERS) Global provides a comprehensive Internet-based solution for California State departments to process their Travel Advance and Expense Reimbursement forms. • On-line entry of Travel Advance or Expense Reimbursement forms • Automated application of the State’s travel rules • Electronic routing of claims to Approvers and Accounting • Travel Advances automatically calculated and scheduled for recovery • Expenses Reimbursed through direct deposit or mailed directly to employee • Electronic signatures • Automatic calculations • 24/7 system access

Cal. ATERS Global Work Flow

Access the Cal. ATERS Global application through the Cal. ATERS Global website at www. sco. ca. gov/calaters_global. html

Cal. ATERS Global Website Access Cal. ATERS by clicking on GLOBAL SIGN IN – “Cal. ATERS Global” For Employees new to Cal. ATERS Global, “Get Started & New User Registration” can help Instructions for Employees, Approvers & Accounting are located here “What’s New” will provide all users with up-to-date information on Cal. ATERS Global Refer to “Links” for travel-related information

Cal. ATERS Global Sign-in Screen User ID and Password will be assigned after New User Registration is complete. Click the Enter User ID button. Logon and Password.

Cal. ATERS Global Work Queue After signing in to Cal. ATERS Global, the employee’s individual work queue screen will display. This screen is used to create new forms. It also contains a history of forms previously submitted which can be viewed and researched. When “New” is clicked, the pop-up box below will display to allow users to select the creation of a Travel Advance or Expense Reimbursement.

Create Travel Advance Click “New” Select Travel Advance Form and then the appropriate Claim Type. Click “OK” Pop-up box to choose type of form

Create Travel Advance (continued) Enter a name for the Travel Advance Click “OK”

Create Travel Advance (continued) Then click the Travel Advance Information tab Select method of delivery Enter date check is needed by

Create Travel Advance (continued) Then Click Completion Click Enter Select “Advance” Enter: -Amount -Start/End Dates -Destination -Purpose Click “Enter”

Create Travel Advance (continued) First level Approver Employee certification statement Paper copy can be printed but is not necessary. Enter password and click “Submit” On the resulting screen, the employee will have the option to print the form.

Create Travel Advance (continued) When the Travel Advance is submitted, the system returns the Employee to his/her work queue screen and an email is automatically sent to the Approver. SAMPLE Email to Approver SAMPLE Travel Advance Summary (available online to print)

Create Expense Reimbursement Click “New” Select Expense Reimbursement Form and then the appropriate Claim/Trip Types. Click “OK”

Create Expense Reimbursement (continued) Enter a name for the Expense Reimbursement Verify: -Bargaining Unit -Default Approver -Mailing Address (if paid by warrant) Pop-up box to choose type of form Enter: -Trip Dates -Start/End Times -Location -Purpose -Was trip > or = 50 Miles from home or HQ? Then click “Ok” Click “OK”

Create Expense Reimbursement (continued) Click the Expenses tab to enter trip expenses. Trip is Added. Select the type of trip. Travel fields display based on trip type. The General tab allows the user to select how the expenses will be charged (i. e. percentage split or by individual expense).

Create Expense Reimbursement (continued) Tab for LA trip displays. This screen is used to enter expenses for each trip on the Dates, Click the Completion tab toclaim. continue… amounts, and other various Click Completion tab after entryon of all information may be required based expenses. the type of expense. Breakfast is added View of completed expense grid for “LA” trip expense after all Select expenses have been added. Click for the Expense list Complete applicable fields for each expense Clickor Update. Click “OK” “Update”

Create Expense Reimbursement (continued) Click “Next” Receipts Tab - shows which expenses require receipts. Informational only.

Create Expense Reimbursement (continued) Click “Next” Review Items Tab – shows which expenses generated rule exceptions and/or are flagged for review. May require justification.

Create Expense Reimbursement (continued) Click “Next” Click For Accounting, then Summary. Travel Advance Recovery Tab – shows all outstanding travel advances available for recovery. Informational only. Automatic scheduling and collection of Travel Advances.

Create Expense Reimbursement (continued) Click “Next” Total claim expenses minus direct charges minus TA recovery = reimbursement amount

Create Expense Reimbursement (continued) First level Approver Employee certification statement Enter password and click “Submit” On the resulting screen, the employee will need to select a receipt address and will have the option to print the form.

Create Expense Reimbursement (continued) When the Expense Reimbursement is submitted, the system returns the Employee to his/her work queue screen and an email is automatically sent to the Approver. SAMPLE Email to Approver SAMPLE Expense Reimbursement Transmittal (available online to print)

From the Employee’s Work Queue Employees can track the progress of any form in their queues. The “Status” icon will display the progress on the selected form. Then click the “Status” button on the tool bar Single click the form in the queue, so it is highlighted blue

You’re now ready to create Travel Advance and Expense Reimbursement Forms! Refer to “Get Started” for information on completing New User Registration. On the Cal. ATERS Global website you will find additional instructions for: - Approving Travel Advance and Expense Reimbursements - Changing Passwords - Assigning Submitters and Preparers, - and more. . . To exit this demonstration Please click on File and Close to return to the Cal. ATERS Global website or right click on the mouse and select End Show.