Instructions for Processing Travel Reimbursements

General Instructions (back to top)

1. The Travel Web Application should be used to enter expenses incurred while in travel status. This application replaces the Travel Reimbursement Request (form AP005) and Travel Reimbursement EZ (form AP006).

2. Official University Travel should be authorized and approved prior to traveling. The University Travel polices and procedures can be found at web address http://www.ncsu.edu/policies/sitemap.php#travel.

3. The user entering the travel reimbursement data must have a PeopleSoft Operator ID. No specific security level is required.

4. The traveler should accumulate trip information and receipts prior to entering data. The Travel Web application will time out after 30 minutes; however, the Calculate button will restart the 30 minutes. If the user times out, the data must be re-entered.

5. The Travel Reimbursement Request (form AP005) and Travel Reimbursement EZ Request (AP006) are no longer required by AP if the campus department enters the reimbursement on the web. The campus department will be required to print each page of data entered on the web. Once the travel reimbursement has been entered and submitted, the user cannot inquire or make corrections on the travel document through the web. Any corrections must be made in PeopleSoft the following day.

6. The Travel Web application will assign a unique travel document number to each reimbursement entered. This will be your PeopleSoft invoice number.

	Travel EZ Reimbursement – TE1 followed by a 6 digit number
	Travel Reimbursement – TR1 followed by a 6 digit number
	Mileage Only Reimbursement Request – TM1 followed by a 6 digit number

7. Important Information Note:

	Trips with In-State and Out-of-State travel must be processed on two separate travel reimbursement requests.
	Mileage is reimbursed at the current rate (.31 cents per mile).
	Meals are calculated at the per diem rate and based on beginning/ending dates of travel and start/return time. If meals are to be reimbursed above the per diem rate, the amount exceeding the per diem rate should be entered in the EXCESS MEALS field. Receipts are required for reimbursement above the per diem rate.

8. Travel Reimbursement System – Sign on

	Enter your PeopleSoft Operator ID
	Enter the SpeedType code
	Enter the Contact Name and Phone Number
	Click Submit
	If the traveler’s SSN does not exist in the PeopleSoft vendor database file, the traveler must be added.

	Enter the Traveler’s SSN
	Enter the Traveler’s Name (First Middle Last)
	Enter the Traveler’s Permanent Address including City, State and Postal
	Enter the Description of Address – Home Address
	Enter the Traveler’s Phone Number
	Enter the Traveler’s Fax Number
	Click Submit
	The Travel Web Application will update the vendor data record in PeopleSoft overnight. The travel reimbursement request can only be entered the next day.

9. Travel Reimbursement System – Menu

Select the type of document

10. Travel EZ Reimbursement Request (back to top)

	Enter the Destination – City
	Select the State code
	Select the Country code
	Enter the Beginning Date of Travel
	Enter the Beginning Time
	Enter the Ending Date of Travel
	Enter the Ending Time
	Enter the Total Miles (enter whole number only)
	Enter the Air Fare (not previously paid – receipts required)
	Enter Excess Meal (enter amount in excess of the per diem rate - receipt required)
	Enter the Conference Registration Fee (not previously paid - receipt required)
	Enter the meals included in the Conference Registration Fee
	Enter the Workshop Registration Fee (not previously paid - receipt required)
	Enter the meals included in the Workshop Registration Fee
	Select the Lodging Rate
	Enter the Total Lodging Amount (commercial receipt required)
	Enter the Other Transportation Receipts (Description Type and Amount - receipt required)
	Enter the Other Expenses (Description Type and Amount - receipt required)
	Select receipt Yes or No
	Verify data entered
	Click Calculate
	Verify calculated amounts
	If you need to correct any data entered or add new data, click the Back button (web browser). Enter the corrections or additions and click Calculate again.
	Click the Check Box to indicate that Air Fare nor Registration has been previously paid.
	Click File/Print to print the detail entered and the Calculated Results screens
	The web assigned document number can be found above the project/account/amount fields on the Calculated Results screen. Please note this number for future reference of document.
	Click Submit
	Click to Enter another reimbursement request or terminate

11. Travel Reimbursement Request (back to top)

	Enter the Beginning Date of Travel
	Enter the Beginning Time
	Enter the Ending Date of Travel
	Enter the Ending Time
	Select Travel as in-state, out-of-state, or out-of-country
	Click Submit
	Enter the Total Miles traveled (enter whole number only)
	Enter the Air Fare (not previously paid – receipt required)
	Enter Excess Meal (enter amount in excess of the per diem rate - receipt required)
	Enter the Conference Registration Fee (not previously paid - receipt required)
	Enter the Workshop Registration Fee (not previously paid - receipt required)
	Select the Lodging Rate
	Enter the Total Lodging Amount (commercial receipt required)
	Enter the Ending Date of travel (if you have a break in travel status, additional lines can be used)
	Enter the Destination – City
	Select the State code
	Select the Country code
	Enter the number of meals to be excluded Breakfast, Lunch and/or Dinner (meals included in registration/personal days should be excluded from the meal allowance).
	Enter the Other Transportation Receipts (Description, Type and Amount - receipt required)
	Enter the Other Expenses (Description Type and Amount - receipt required)
	Select receipt Yes or No
	Verify data entered
	Click Calculate
	Verify the Calculated Results
	If you need to correct any data entered or add new data, click the Back button (web browser). Enter the corrections or additions and click Calculate again.
	From the Calculated Results screen, if the user needs to add additional PROJECTS (FAS account), the ACCOUNT (FAS object code) can be split. Limit 3 PROJECTS per ACCOUNT.

	Click on the ACCOUNT
	Enter the PROJECT and enter the amount
	The total of the projects/amounts entered must equal the calculated total.
	Click the Continue button to return to the Calculated Results screen

	Click the Check Box to indicate that Air Fare nor Registration has been previously paid.
	Click File/Print to print the detail entered and the Calculated Results screens
	The web assigned document number can be found above the project/account/amount fields on the Calculated Results screen. Please note this number for future reference of document.
	Click Submit
	Click to enter another reimbursement request or terminate

12. Mileage Only Reimbursement Request (back to top)

	Enter the travel type (default to in state)
	Click Submit
	Enter the County/Department
	Enter the Travel Date
	Enter the Description of Travel (destination)
	Enter the State (default to NC)
	Enter the Mileage
	Repeat Travel Date, Description of Travel, State, Mileage as needed
	If Other Transportation expenses are not recorded, Click Calculate
	Click Other Transportation to enter other ground related expenses
	Enter Description
	Enter Amount (receipt required)
	Click Calculate
	Verify the Calculated Results
	If you need to correct any data entered or add new data, click the Back button (web browser). Enter the corrections or additions and click Calculate again.
	From the Calculated Results screen, if the user needs to add additional PROJECTS (FAS account), the ACCOUNT (FAS object code) can be split. Limit 3 PROJECTS per ACCOUNT.

	Click on the ACCOUNT
	Enter the PROJECT and enter the amount
	The total of the projects/amounts entered must equal the calculated total.
	Click the Continue button to return to the Calculated Results screen

	Click File/Print to print the detail entered and the Calculated Results screens
	The web assigned document number can be found above the project/account/amount fields on the Calculated Results screen. Please note this number for future reference of document.
	Click Submit for Payment
	Click to enter another reimbursement request or terminate

13. Once the travel reimbursement has been entered and submitted (web), Peoplsoft should be used to determine the status of the travel document.

	Go/Administer Procurement/Enter voucher information
	Inquire/Voucher
	Click in the Invoice Number field and enter the Travel Document Number assigned by the web.
	Click ok

14. The travel document (voucher) will appear in the worklist of the Originator’s Approver on the following day. The College Approver must approve the voucher at the college level. Accounts Payable can not approve the voucher for payment until the college has approved.

15. Submitting the Travel Reimbursement to Accounts Payable  (back to top)

	The traveler must sign as the claimant on the Calculated Results screen.
	The traveler’s supervisor should sign as the approver on the Calculated Results screen. Exception: If the traveler’s supervisor approves the document in PeopleSoft, no approval signature is required on the Calculated Results screen.
	Verify college approval in PeopleSoft before sending to Accounts Payable.
	Attach receipts to an 8 ½ x 11 piece of paper.
	Indicate the travel document number assigned by the web on each page.
	Attach receipts to the Detail and Calculated Results screens.
	Submit to Accounts Payable, Campus Box 7204

16. Please do not enter Travel Reimbursements with Advances in the Travel Web Application. The completed Travel Reimbursement Request (form AP005) should be submitted to Accounts Payable, Campus Box 7204.