Tuesday, April 26, 2011
Q: If travel amount ends up being greater than the approved TAR, can the approved TAR be changed?
A: No. The TAR is only an estimate. The actual expense is entered on the Travel Expense Report.
Q: If a non trip related expense is included in a trip related report and the expense date is outside of the travel date, do you modify the start or return date to align with the non trip expense so that it complies w/ policy?
A: If you are including non trip with trip related expenses and the non trip is outside of the trip dates, then you will need to submit a separate non trip related expense report.
Q: How do foundation reimbursements get handled?
A: If it is a GT project, it will be available in the look up table for the user to select from.
Q: Can we get enter a TES without entering a TAR?
A: Yes. However, for out of state travel, a TAR is required by policy and the paper form must be submitted with the TES, if the TAR wasn’t entered in the T&E system.
Q: Can one submit a “blanket” expense for in-state travel?
A: Not necessary for routine in-state travel, the department can do one if they want and scan it in.
Q: Will the direct billed airfare be entered on the TAR?
A: Yes, there will be a separate account code for direct billed airfare. The process of direct billing airfare through Travel Inc. will not change.
Q: Once the TAR is approved, will the traveler get a copy of the approved TAR to take w/ them?
A: Anyone can print a TAR. They can choose to scan the TAR along with the expense receipts.
Q: As the Financial Approver, can I change project # and amount to reflect actual approval by dept on TAR before approving? Can I go back in to view or change what has been approved as a supervisor, delegate or financial approver?
A: Approvers cannot modify a TAR/TES. They must send it back to be revised.
Q: For split cost to another school (dept), who approves?
A: When a report is split between multiple departments, Financial Approvers from each department must approve.
Q: For the traveler, can the link take the traveler directly to the “I do solemnly swear” statement?
A: No. If a Preparer completed the expense statement for the Traveler, it is important for the Traveler to review entry of detailed expenses prior to accepting the oath.
Q: Can the user print the Bar Code Summary sheet before clicking on the ‘Submit for Approval’?
A: No, they must submit first before printing the summary sheet.
Q: When copying a TAR to a TES, what Campus Reference # is assigned to the TES?
A: The same Campus Reference # as the TAR.
Q. On the Accounting Detail (TAR), can the project allocations be done by amount as well as percentage?
A: The system is designed to calculate by % at the header. However, the distribution line can be redistributed by amounts.
Q: Where does the traveler enter taxi expense if they have no receipt?
A: When the traveler selects the ‘taxi expense’, a description field is required which allows them to fill in the details.
Q. Why does the system allow extra day of lodging if it doesn’t allow for additional meals?
A: Late check out and meeting requirements may necessitate the additional day’s lodging expense.
Q: Can the system convert foreign currency to USD?
A: No, the traveler must still do the conversion themselves to allow for correct conversion based on dates of travel.
Q: Can the per diem amounts be changed?
A: Yes, it can be lowered but not greater than allowable meal per diem rate.
Q: When is the data saved?
A: When the user gets to the last page and saves it, which generates a report ID and a Campus Reference #.
Monday, April 25, 2011
Q: For the traveler, why doesn't the link in the email take the traveler directly to the “I do solemnly swear” statement?
A: If a Preparer completed the expense statement for the Traveler, it is important for the Traveler to review entry of detailed expenses prior to accepting the oath.
Q: Where does the link in the approval email take you?
A: If you are the traveler, the link will take you to the GT Travel and Expense Home Page. If you are the approver (Supervisor/Delegate or Financial Approver), the link will take you to your work list.
Q: How do you handle multi-level approval requirements within a Department?
A: The system provides only Supervisor and Financial Approver workflow functionality. If additional e-mail approvers are necessary, those approvals can be managed outside of the system, printed and attached to the barcode expense statement documents.
Q: Why is there no encumbrance functionality?
A: Complexities associated with fiscal year carry-over travel encumbrances prevented this option for the first phase of implementation.
Q: Who approves first, supervisor or financial approver?
A: If the department is set up to require a supervisor, then the supervisor will approve first in the workflow then the financial approver.
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