1 phil weiss ocfo training and development what’s new in trex 1.2! aurora pecoraro ocfo business...
TRANSCRIPT
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Phil Weiss OCFO Training and Development
What’s New in TREX 1.2!
Aurora Pecoraro OCFO Business Systems Analysis
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Update Summary
• Entry of pre-paid expenses added• Multi-leg trip entry simplified• Division Review functionality improved• New Email notification for payment to traveler• Trip Cancellation
Guidance• Special characters
allowed in trip name• Trip number only available
after completing travel information• Location search simplified
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Multi-leg Trip Entry Simplified
Enter departure dates here
The number of nights are now automatically
calculated!
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New Payment Notification
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Email Notifications Now Contain Project and Project Department ID
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Trip Cancellation
Select “Authorization – Cancel”
Select the trip to cancel
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Trip Cancellation
• If no Lab purchased airline or train ticket was issued you can cancel the document
• If both Travel Authorization and Expense Report were created you must cancel the Expense Report prior to canceling the Authorization
• If Lab purchased ticket was purchased you must– Contact the travel agency to cancel the ticket– Cancel any existing document (ER or Authorization) in TREX
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Special Characters Now Allowed
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Business Location Lookup
• New process has “smart” lookup
As you type in the name of the city, the list narrows
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Business Location Lookup
As you type in the name of the city, the list narrows
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Business Location Lookup
Now select the city
If you can’t find the location you need, please send an email to TREX @lbl.gov requesting to set
the specific location in TREX.
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Business Location Lookup
Can now search by US state or country
Type a comma, then the abbreviation
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Using “Save for Later” to obtain Trip # for
booking travel
• Must now enter all required trip data before the LBNL trip number is provided
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Using “Save for Later” to obtain Trip # for
booking travel
• After clicking on the “Save for Later” button, it disappears and Trip # appears
• Document still able to be modified prior to submission
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Requesting Pre-Payment for Conference Fees and Lodging
OLD METHOD1. Get trip authorization
approved by division
2. Pay expense or obtain invoice
3. Submit RFIC with receipt
4. Receive payment
5. Create expense report but do not include RFIC amount on expense report
6. Receive reimbursement
NEW METHOD1. Get trip authorization
approved by division
2. Pay expense or obtain invoice
3. Create “Prepayment Expense Report”
4. Receive payment
5. Create expense report listing amounts pre-paid
6. Receive reimbursement
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Pre-Payment Expense Report: Create
Select Prepayment Exp Report - Create
The first step for this is to create a Travel Authorization --- all pre-payment expense
reports must have a travel authorization first!
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Pre-Payment Expense Report: Create
Expense report is noted as “for Prepayment”
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Pre-Payment Expense Report: CreateTrip leg information
is displayed from travel authorization
Enter pre-paid lodging or registration fees
NOTE: date entered must be within range of trip date regardless of the actual
expense date
Submit per existing process; send report and
receipts to travel.
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Pre-Payment Expense Report: View or Modify1. Select “Expense Report – View” or “Expense Report –
Modify”
2. Select the report you
wish to view/modify
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Pre-Payment: Creating Expense Report After Trip
• Create the expense report from your authorization
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Pre-Payment: Creating Expense Report After Trip
Pre-paid Expenses are already filled in
Populate all lodging costs
Enter all other costs incurred including any
other pre-paid costs
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Pre-Payment Creating Expense Report After Trip
• The expense report totals show the total cost of the trip
• Prepayment amounts are applied to the expense report, leaving the difference as Due to the Employee. (In this example the Lab Paid Airfare is also deducted from the amount Due to the Employee).
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Pre-Payment: Creating Expense Report After Trip
• If pre-payment was for a higher amount than the actual expense, then a check from the traveler shall be written to the Lab
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Pre-Payments: Other Considerations• If a prepayment is required to attend outside training in a
nearby location, the documents in TREX must be created for a ‘Domestic’ trip.
• Travel expenses claimed and reimbursed up front through a Prepayment Expense Report are not charged to the project, they are recorded as a ‘prepayment’ to the traveler. The project will be charged when the total expenses are reported through the Expense Report for the trip.
• Prepayment Expense Reports as Regular Expense Reports can be Cancelled if needed only if they are in ‘Pending’ status.
• If a trip where prepayments have been paid ends up being canceled and it will not take place, an expense report must be created to record the expense according with the terms agreed when making the pre-payment.
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Division ReviewCurrent process
No specific department or project
data!
No specific department or project
data!
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Division ReviewImproved Process
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Division Review
The Division Reviewer page defaults to the Div. Reviewer’s Level 1 Division (two character div code) based in his/her own organization in the Project Deptid field, but this value can be changed
Empty checkbox will show all pending authorizations to reviewMarked checkbox will show all authorizations already reviewed
Search for Authorizations pending and already reviewed using the Project Dept
ID and “Division Reviewed” box
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Division Review – Budget Reviewer
Complete Division Reviewer Comments
Click when review is complete
Complete Division Review field (required)
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Division Review – Approver’s Page
Division Reviewer’s comments are viewable
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To summarize…
• Entry of pre-paid expenses added• Multi-leg trip entry simplified• Division Review functionality improved• New Email notification for payment to traveler• Trip Cancellation
Guidance• Special characters
allowed in trip name• Trip number only available
after completing travel information• Location search simplified
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Help for Your Questions
http://travel.lbl.gov/
Travel Hotline: 486.4500 TREX Hotline: 486.6446
http://travelhelp.lbl.gov/