Travel Expense Workshop The Office of Institutional and

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Travel & Expense Workshop The Office of Institutional and Academic Programs 1160 Boylan Hall

Travel & Expense Workshop The Office of Institutional and Academic Programs 1160 Boylan Hall 718. 951. 5102

Topics • • • What is ‘Travel & Expense’? Travel Authorization Workflow Chartfields Budget

Topics • • • What is ‘Travel & Expense’? Travel Authorization Workflow Chartfields Budget Query Create and Submit Travel Authorization Approvals Expense Report Workflow Create and Submit Expense Report Approvals

What is Travel & Expense? • The CUNYfirst Travel and Expense Center is a

What is Travel & Expense? • The CUNYfirst Travel and Expense Center is a self-service module that allows end users to submit travel authorizations and expense reports for reimbursement.

Requesting Travel Permission Proxy/Expense User: 1. Check the budget 2. Create and Submit a

Requesting Travel Permission Proxy/Expense User: 1. Check the budget 2. Create and Submit a travel authorization Supervisor/Approver: 1. Review and approve travel authorization

Travel and Expense Checklist q Check Budget q Create and Submit Travel Authorization q

Travel and Expense Checklist q Check Budget q Create and Submit Travel Authorization q Approvals q Create and Submit Expense Report q Approvals

Chartfields • Most departments have a Tax Levy budget. • Each Tax Levy budget

Chartfields • Most departments have a Tax Levy budget. • Each Tax Levy budget is represented by a combination of numbers called ‘chartfields’ • Your chartfields can be found by using the Chartfield Crosswalk. • Every Expense User user has a default set of chartfields, which can be modified as necessary.

Chartfield Crosswalk Navigate to: Brooklyn. cuny. edu/budget > Resources > Instructions and Guidelines >

Chartfield Crosswalk Navigate to: Brooklyn. cuny. edu/budget > Resources > Instructions and Guidelines > CUNYfirst Chartfield Crosswalk

Budget Query Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain

Budget Query Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Reporting Tools > Query Viewer

Travel and Expense Checklist ✔ Check Budget q q Create and Submit Travel Authorization

Travel and Expense Checklist ✔ Check Budget q q Create and Submit Travel Authorization q Approvals q Create and Submit Expense Report q Approvals

Create and Submit Travel Authorization Navigate to: home. cunyfirst. cuny. edu > Login >

Create and Submit Travel Authorization Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Employee Self-Service > Travel and Expense Center > Travel Authorization > Create

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization q q Approvals q Create and Submit Expense Report q Approvals

Approvals Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain >

Approvals Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Worklist

Approvals

Approvals

Approvals

Approvals

Approvals

Approvals

Approvals

Approvals

Approvals / Send Back

Approvals / Send Back

Approvals / Send Back

Approvals / Send Back

Approvals / Send Back

Approvals / Send Back

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization q ✔ Approvals q q Create and Submit Expense Report q Approvals

Requesting Reimbursement Proxy/Expense User: 1. Check the budget 2. Link travel authorization (if necessary)

Requesting Reimbursement Proxy/Expense User: 1. Check the budget 2. Link travel authorization (if necessary) and create and submit an expense report Supervisor: 1. Review and approve expense report Accounts Payable: 1. Review and approve expense report

Create and Submit Expense Report Navigate to: home. cunyfirst. cuny. edu > Login >

Create and Submit Expense Report Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Employee Self-Service > Travel and Expense Center > Expense Report > Create

My Wallet • Travel Card transactions from Citibank are loaded into the Travel and

My Wallet • Travel Card transactions from Citibank are loaded into the Travel and Expense module of CUNYfirst through a function called ‘My Wallet’. • Travel card reconciliation must be completed within 14 calendar days after completion of the trip. (CUNYfirst expense report must be submitted listing Travel Card charges from My Wallet and any employee paid expenses)

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Expense Report - Travel Card Transactions

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization q ✔ Approvals q ✔ Create and Submit Expense Report q q Approvals

Approvals Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain >

Approvals Navigate to: home. cunyfirst. cuny. edu > Login > Financials Supply Chain > Worklist

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization

Travel and Expense Checklist ✔ Check Budget q ✔ Create and Submit Travel Authorization q ✔ Approvals q ✔ Create and Submit Expense Report q ✔ q Approvals

Contacts Office of Accounts Payable: EXT 5421 • Gulnoza Shakirova (gshakirova@brooklyn. cuny. edu) •

Contacts Office of Accounts Payable: EXT 5421 • Gulnoza Shakirova (gshakirova@brooklyn. cuny. edu) • Niky Wu (niky. wu@brooklyn. cuny. edu) Office of Budget: EXT 5220 • Michael Lanza (mlanza@brooklyn. cuny. edu) • Tax Levy Budget Reports (tlbr@brooklyn. cuny. edu) CUNYfirst Travel Authorizations / Expense Reports: EXT 5116 • David Gretah (dgretah@brooklyn. cuny. edu) Trainings: EXT 1550 / 5102 • Patrick O’Connor (patricko@brooklyn. cuny. edu)

Register for our other classes! • Brooklyn College Knowledge • Introduction to Purchasing •

Register for our other classes! • Brooklyn College Knowledge • Introduction to Purchasing • e. Procurement Workshop 1: How to Buy (Requisitions) • e. Procurement Workshop 2: How to Pay (Receipts) • Introduction to Travel & Expense

Travel and Expense Travel and Expense The DepartmentTravel and Expense Travel and Expense The Department
Travel and Expense Module Travel and Expense ModuleTravel and Expense Module Travel and Expense Module
Travel and Expense Travel Authorizations Expense Reports CashTravel and Expense Travel Authorizations Expense Reports Cash
Panther Soft Financials Travel Expense Agenda Travel ExpensePanther Soft Financials Travel Expense Agenda Travel Expense
Travel Expense Workshop The Office of Institutional andTravel Expense Workshop The Office of Institutional and
Copying Expense Report Expense Lines Concept Copying ExpenseCopying Expense Report Expense Lines Concept Copying Expense
Concur Travel Expense BLANKET TRAVEL Blanket Travel BlanketConcur Travel Expense BLANKET TRAVEL Blanket Travel Blanket
Broncho Travel Concur Request Travel Expense UCO TravelBroncho Travel Concur Request Travel Expense UCO Travel
Concur Travel and Expense Management Expense Report PreparationConcur Travel and Expense Management Expense Report Preparation
Concur Travel and Expense Management Approving Requests ExpenseConcur Travel and Expense Management Approving Requests Expense
Travel and Expense Workflow Updates Disbursements and TravelTravel and Expense Workflow Updates Disbursements and Travel
Concur Travel and Expense Management Travel Request NavigateConcur Travel and Expense Management Travel Request Navigate
Concur Travel and Expense Management Travel Request NavigateConcur Travel and Expense Management Travel Request Navigate
Concur Travel and Expense Management Travel Request NavigateConcur Travel and Expense Management Travel Request Navigate
DSE Inc Travel Expense Report TRAVEL RULES GSADSE Inc Travel Expense Report TRAVEL RULES GSA
Travel Settlements New Travel Expense Form Direct LinkTravel Settlements New Travel Expense Form Direct Link
Concur Travel Expense INTERNATIONAL HAWAII ALASKA TRAVEL OverviewConcur Travel Expense INTERNATIONAL HAWAII ALASKA TRAVEL Overview
Payroll and Expense Management Index Introduction Expense ManagementPayroll and Expense Management Index Introduction Expense Management
Reimbursements Downloading the expense 365 app expense 365Reimbursements Downloading the expense 365 app expense 365
Verifying Expense Report Receipts Concept Verifying Expense ReportVerifying Expense Report Receipts Concept Verifying Expense Report
Expense Management Manual expense reports can be difficultExpense Management Manual expense reports can be difficult
Expense Transfers Purpose Review the payroll Expense TransferExpense Transfers Purpose Review the payroll Expense Transfer
Creating Journal Expense Reports Concept Creating Journal ExpenseCreating Journal Expense Reports Concept Creating Journal Expense
Operating Expense Solutions Delivered Expense Recovery Services EnergyOperating Expense Solutions Delivered Expense Recovery Services Energy