csu – travel system training table of contents

Last Updated Sept 19, 2007 1

CSU – Travel System TrainingTable of Contents

Module 1 - Download and Save the CSU Travel Form……………………………………… Slide 3 Module 2 - Adobe Acrobat® .…………………………………………………………………… Slide 8 Module 3 - Saving Preparer Data Files….……………………………………………………. Slide 12 Module 4 - Saving Traveler Data Files….……………………………………………………. Slide 15 Module 5 - Create a Pre-Trip Document

Step 1 (Preparer Information) ……………………………………………………………. Slide 18 Step 2 (Traveler Information) …………………………………………………………….. Slide 20 Step 3 (Trip Itinerary) …………………………………………………………………….. Slide 22 Step 4 (Ticketed Transportation) …………………………………................................ Slide 23 Step 5 (Meals Per Diem) ...………………………………………………………………. Slide 24 Step 6 (Additional Trip Expenses) ..…………………………………………………….. Slide 27 Step 7 (Travel Advance) ..……………………………………………………………….. Slide 30 Step 8 (Travel Voucher) ..……………………………………………………………….. Slide 31

Module 6 - Approval Requirements for Travel Documents …………….………………….. Slide 34 Module 7 - Create a Post-Trip Document…………………………………………………….. Slide 36 Module 8 - Create an Amendment Document….……………………………….................... Slide 43 Module 9 - Who Do I Call?...…………………………………………………………............... Slide 50

Pre-trip documents

Itinerary Tickets MealsAdditional Advance

Voucher

Post-trip documents

(State Card Preferred)

Approval

Receipts

+ + + +

+

ReconcileAdvance

15% Tolerance

Approval

Travel Application Overview

Pre-trip documents

Travel Agent

Travel Desk

3

2Last Updated Sept 19, 2007

Voucher

Pre-trip documents

Itinerary Tickets MealsAdditional Advance

+ + + +

Travel Application Background 3

Transient forms used to update the Travel Voucher

Contains application logic (per diem calculations, mileage, totals, subcode translations…)

Once updated to the Travel Voucher these forms are blanked.

Updatable forms which can be saved and reused.

Requires a full version of Adobe.

3Last Updated Sept 19, 2007


Module 1 - Download and Save the CSU Travel Form

Go to the Business & Financial Services website at the following address busfin.colostate.edu

Find the Travel link on the left hand navigation bar and click on it Under Applications and Forms: Note that there are three versions

of the Travel Form – one is for use with either Adobe Acrobat 5.0 or 6.0. The others for use with Adobe Acrobat 7.0 or 8.0.

http://www.colostate.edu/Depts/BusFin



Right click on Travel Form Select “Save Target As”



We recommend that you save the Travel Form to a drive that gets backed up on a regular basis. If you don’t know what drive to use ask your department’s network administrator or PC Support

Click on the yellow folder with the star in the upper right hand corner to create a new folder



Type in the name “Travel” for your new folder

This folder is where you will

save all of your travel documents and files

Double click on the Travel folder to open it



Keep the Object name the same as what is downloaded: CSU-TS-Ver-4.0X.pdf

Make sure the Save as type is: Adobe PDF Files (*.pdf)

Click on Save Close out of the browser windows

that are open on your screen


Module 2 - Adobe Acrobat® The Colorado State University Travel Form is a dynamic

Adobe Acrobat® form. It can be opened and completed using either Acrobat Reader® (5.0 or later - which is available for free!) or with the full version of Adobe Acrobat® (5.0 or later).

The benefit of having the full version of Adobe Acrobat® is the ability to save preparer and traveler data files which eliminates the need to re-key this data each time you create a document.

Another benefit of having the full version of Adobe Acrobat® is the ability to save travel documents.

Acrobat Reader® does not have the capability to save data. For infrequent travelers or travel preparers, Acrobat Reader® will be adequate.


Module 2 - Adobe Acrobat® If you don’t know which version you

are using open up the application and click Help on the menu bar then select About Adobe Acrobat® or About Acrobat Reader®

On the screen you will see which version you are using.

Adobe Acrobat® 5.0 (full version) Acrobat Reader® 5.0 (free version)

Click on the window to close


Module 2 - Adobe Acrobat® We will now introduce some

basic navigation and viewing features available in Adobe.

Click on File Select Open Find the Travel folder that you

created Double click on the Travel Form

that you downloaded CSU-TS-Ver-4.0x (for either AA5/AA6, AA7 or AA8pdf)


Module 2 - Adobe Acrobat® Adobe provides some tools for navigation and viewing You can navigate through the pages of the document using these icons on the top menu bar The bar with the Left Arrow will take you to the first page of the document The Left Arrow alone will take you to the Previous Page The Right Arrow alone will take you to the Next Page And the Right Arrow with the bar will take you the last page of the document

First Page Previous Page Next Page Last Page

These same icons are on the bottom of the screen. This also shows you which page you are currently on

You can resize the screen by using the zoom in and out icons. The minus icon will make the screen smaller the plus icon will make the screen larger.

Zoom Out Zoom In


Module 3 - Saving Preparer Data Files

If you are using Acrobat Reader® skip to Module 5 since you will not be able to save data files.

If you are using the full version of Adobe Acrobat® , open the Travel Form (CSU-TS-Ver-4.0x (for AA5-AA6 or AA7pdf) that you saved under the main Travel folder. If you just finished with Module 2 you may already have the Travel Form open.

At the Switchboard click on Step #1,

Preparer Information

Complete all of the fields on this form Click on Save Preparer’s Data


Module 3 - Saving Data Adobe 8 message appears in Adobe 8 when trying to save the preparer and traveler information.


Module 3 - Saving Data Adobe 8 Click on Forms on the tool bar (see above), Manage Form Data, Export Data. Navigate to where you want to save your file. Change the filename. Save.



If the window doesn’t default to your main Travel folder, then find it by either clicking on the up one level icon or selecting it from the drop down box

Create a new folder for the Preparer under the main Travel folder by clicking on the yellow folder with the star in the upper right hand corner

Name this folder the LastName-FirstName of the preparer

Double Click on the preparer folder to open it

Change the Object name to: lastname-preparer-data

Make sure the Save as type is: Acrobat FDF Files (*.fdf)

Click on Save This preparer data can now be used

when creating travel documents



Click on Clear Form When asked “Are you sure you want

to clear all the fields on this form” click Yes

Repeat the steps above for the next Preparer

VERY IMPORTANT!! When you are done creating

Preparer data files close the Travel Form

Click NO when asked if you want to save changes to the Travel FormCSU-TS-Ver-4.0x.pdf

You always want to avoid saving changes to this file (CSU-TS-Ver-4.0x.pdf) to preserve the state of your BLANK TEMPLATE


Module 4 - Saving Traveler Data Files

If you are using Acrobat Reader® skip to Module 5 since you will not be able to save data files.

If you are using the full version of Adobe Acrobat® open the travel form (CSU-TS-Ver-4.0x.pdf) that you saved under your main Travel folder

At the Switchboard click on Step #2, Traveler Information

Complete all of the fields on this form

Click on Save Traveler’s Data



If the window doesn’t default to your main Travel folder, then find it by either clicking on the up one level icon or selecting it from the drop down box

Create a new folder for the Traveler under the main Travel folder by clicking on the yellow folder with the star in the upper right hand corner

Name this folder the LastName-FirstName of the traveler (MacNaughton-Connie)

Double Click on the traveler folder to open it

Change the Object name to: lastname-traveler-data

Make sure the Save as type is: Acrobat FDF Files (*.fdf)

Click on Save This traveler data can now be used when

creating travel documents



Click on Clear Form When asked “Are you sure you

want to clear all the fields on this form”, click Yes

Repeat the steps above for the next Traveler

VERY IMPORTANT!!

When you are done creating Traveler data files close the Travel Form

Click NO when asked if you want to save changes to the Travel Form CSU-TS-Ver-4.0X.pdf

You always want to avoid saving changes to this file (CSU-TS-Ver-4.0x) to preserve the state of your BLANK TEMPLATE


Module 5 - Create a Pre-Trip Document Step 1 (Preparer Information)

Open the Travel Form (CSU-TS-Ver-4.0X.pdf) that you saved under your main Travel folder

At the Switchboard click on Step #1, Preparer Information

If you are using Acrobat Reader® , type in the data for the fields

If you are using Adobe Acrobat®, and you have created a preparer data file, you can auto-fill this page by clicking on Load Preparer’s Data

Find your preparer folder Double click on your preparer

data file to import the data


Module 5 - Create a Pre-Trip Document Step 1 (Preparer Information)

Click Submit Preparer Information this sends the information to the Travel Advance and the Travel Voucher


Module 5 - Create a Pre-Trip Document Step 2 (Traveler Information)

At the Switchboard click on Step #2, Traveler information

If you are using Acrobat Reader® , type in the data for the fields

If you are using Adobe Acrobat® , and you have created a traveler data file for this person, you can auto-fill this page by clicking on Load Traveler’s Data

Find your traveler folder Double click on your traveler data

file to import the data


Module 5 - Create a Pre-Trip Document Step 2 (Traveler Information)

Click Submit Traveler Information, this sends the information to the Travel Advance and the Travel Voucher


Module 5 - Create a Pre-Trip Document Step 3 (Trip Itinerary)

At the Switchboard Click on Step #3, Trip Itinerary

Click on the Document Type drop down box and select Pre-Trip

Select Out-of-State from the Trip Type drop down box

Enter the Begin and End Travel dates using the 2 digit month, day, year format separated by forward slashes. For this trip enter 04/01/06 for the begin date and 04/10/06 for the end date.

Enter Seattle, WA for the initial destination. For multiple destination trips, enter the additional locations in the comments field.

Enter the Trip Description, Justification, and Comments in the field provided

Select to use the default account number or to manually enter account numbers (Note: the default account number was specified in Traveler Information. If the Manually Enter Account Number button is selected, the program will prompt you when these accounts need to be entered.)

For this training click on Manually Enter Account Numbers

Click Submit Itinerary Information to send this data to the Travel Advance and the Travel Voucher


Module 5 - Create a Pre-Trip Document Step 4 (Ticketed Transportation)

If you are not purchasing airline tickets, or tickets from any common carrier, skip to Step #5, Meal Per Diem Rates

If you are purchasing airline tickets, or tickets from any common carrier, at the Switchboard click on Step #4, Ticketed Transportation

Select Frosch (Travel Connection) from the Travel Agency drop down box

Enter $500.00 for the Ticket Value. This ticket value should include any service fees.

Select the Ghost Card Payment Method from the drop down box. If the traveler is to be reimbursed for the ticket, you would chose Visa or Other.

We chose to manually enter the accounts on the Trip Itinerary screen. We will break this expense down by percentage, allocating 75% to account 111111 and 25% to account 111112.

Click Submit Ticket Information to send this data to the Travel Advance and the Travel Voucher


Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem)

If you are not reimbursing the traveler for meals, skip to Step #6, Additional Trip Expenses otherwise click on Step #5, Meal Per Diem Rates

The per diem location and dates are auto-filled with the information that you entered for the trip itinerary

Meal reimbursements are allowed for the actual cost of meals up to the maximum allowable per diem rate without receipts.

Click on Find Per Diem to find rate for your destination(s) or open your browser to B&FS website, Travel, then Per Diem rates.

Input the rate and click Calculate Per Diem button.

Enter any meals provided separately

Click on Calculate & Subtract Meals


Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem) Traveler will be reimbursed actual costs

up to the per diem allowed for that location. DO NOT PROVIDE RECEIPTS.

Day trips (single day travel) which start and end on the same day are not eligible for meal reimbursements.

First and last day of travel are reimbursed at ¾ (75%) per diem rate no matter what time the travel begins or ends.


Module 5 - Create a Pre-Trip Document Step 5 (Meals Per Diem)

We chose to manually enter the accounts on the Trip Itinerary screen. We will break this expense down by percentage, allocating 75% to account 111111 and 25% to account 111112.

Click on Submit Total Per Diem


Module 5 - Create a Pre-Trip Document Step 6 (Additional Trip Expenses)

At the Switchboard click on Step #6, Additional Trip Expenses

From the list of expenses select lodging

Enter $750.00 for the total lodging cost

Type in 04/01/06 to 04/10/06 for the Date(s)

Break this expense down by dollar amount allocating $750.00 to account 111111.

Click Submit Expense Select 2WD – Mileage from the list

of expenses Enter 150 miles in the field

provided Enter 04/10/06 for the Date We will break this expense down

by percentage allocating 100% to account 111111.

Click Submit Expense Click Back to Switchboard


Module 5 - Create a Pre-Trip Document Step 7 (Travel Advance)

If requesting a Travel Advance, at the Switchboard click on Step #7

Remember: The preferred method of obtaining a travel advance is by using the State Travel card

Enter $150.00 for the Advance Requested amount, tab out of field

Enter 111111 for the Account Number

Click on Get TV Number Please note: to obtain a travel

advance the cashiers office will need the traveler’s CSU ID (8xxxxxxxx).


Module 5 - Create a Pre-Trip Document Step 7 (Travel Advance)

Click on Print Form Specify to print pages 8 of 8 for

the Travel Advance Click OK Get the travel Approver’s

signature Take this form to the Travel

Office for approval The travel advance can be

received in the Cashier’s office. Click on Switchboard


Module 5 - Create a Pre-Trip Document Step 8 (Travel Voucher)

At the Switchboard click on Step #8, Travel Voucher

If Step 7, Travel Advance was skipped, click on Get TV Number

You are viewing the first page of the 4 page voucher

Review the Trip Itinerary, Traveler Information, and Preparer Information sections – these are editable fields if you need to make changes

You can also enter in additional comments by clicking in the box

Click the Next Page arrow on the Adobe navigation bar to view the pre-trip estimated expenses on the second page of the voucher



Review the pre-trip expenses for accuracy

If you need to make a minor change to an expense these are all editable fields

You can delete an expense by clicking on the Delete button to the left of the line item

Click the Previous Page arrow on the Adobe navigation bar to return to the first page of the voucher



Click on Save Form

Navigate to theTraveler’s folder: MacNaughton

Change the Object name to: Seattle-04-10-06.pdf

Make sure the Save as type is: Adobe PDF Files (*.pdf)

Click on Save



Click on Print Form Specify to print pages 9 to 10

(or 12) depending on how many expenses you entered click OK

Obtain the necessary approvals

Keep this form on file and submit it with the Post-Trip document and receipts

If you ordered airfare send this form to the Travel Agency ** For auditing purposes it is important that the Travel Agency receives a copy of this form - it authorizes them to charge our ghost card for the airfare you ordered**

Close out of the document Say No when asked if you

want to save changes as they have already been saved


Module 6 - Approval Requirements for Travel Documents

Who is a Travel Approver? A Travel Approver must be the traveler’s supervisor All international travel must be approved by both the supervisor and Dean or VP

If the supervisor is a Dean or VP then an additional approval is required by either a VP or the President of the University

Travel for Department Heads must by approved by the Dean or VP Travel for Deans must be approved by the VP/Provost Travel for VPs must be approved by the President of the University

For information on what to do when there are changes to travel approvers contact the Travel Office: Jackie Riba at 491-1363 or Terri Bedan at 491-6021


Module 6 - Approval Requirements for Travel Documents

What is the process for approving travel documents? For in-state travel with airfare, out-of-state travel, and international travel, proof that the trip

was pre-approved, either in writing or electronically, is required by Colorado State Fiscal Rules. Please note that this approval must be done prior to the trip date.

There is a 15% tolerance on reimbursed expenses between what is on the pre-trip document and those submitted for payment on the post-trip document.

When the pre-trip voucher is completed, it should be printed and the travel approver’s signature should be obtained. The pre-trip document should then be kept on file and submitted with the post-trip document.

The Travel Desk must receive the following in order to reimburse the traveler for the trip Approved Pre-Trip voucher (if applicable – in-state (with airfare), out-of-state, international) All necessary receipts

non-meal expenses over $25.00 require a receipt Post-Trip voucher with both the traveler’s signature & the account approver’s signature

As long as the expenses on the post-trip voucher do not exceed the estimated expenses on the pre-trip voucher by 15%, additional approval by the supervisor is not required to obtain reimbursement.

For travelers in remote locations or in different locations than their travel approver, the pre-trip document can be emailed for approval. The travel approver must reply to the traveler and the travel preparer via email that:

Travel Voucher #XXXXXX for Traveler John Doe, in the amount of $1,500 isapproved. A copy of this email must be attached to the post-trip document in orderfor reimbursement to occur. Please note that this email must be dated prior to the tripdate.


Module 7 - Create a Post-Trip Document

Open the Pre-Trip document (Seattle-04-10-06.pdf) that you saved in the traveler’s folder



At the Switchboard, Click on Step #3, Trip Itinerary

Select Post-Trip from the Document Type drop down box

Click on Switchboard

Don’t hit Submit or you will overwrite

the Itinerary information that youoriginally entered!



Click on Step #8, Travel Voucher

Go to the second page of the voucher



Enter the Post-Trip Expenses in the column provided

Enter all post-trip expenses the same as the pre-trip expenses except for mileage. Enter $300 for mileage

If you need to add additional expenses to the voucher it is recommended that you go through the Switchboard so that the subcodes will be generated for you

Return to page 1 of the voucher



Please note the over tolerance message - Don’t forget to re-route your Post-Trip document for approval if you see this!



Click on Print Form Specify to print pages 9 to 10 for the

Travel Voucher, Click OK If necessary, obtain additional

approvals Have the traveler sign and date the

Certification statement If the traveler is a non-employee

then a department approving authority may sign on behalf of the traveler

If the traveler is a remote employee a department approving authority may sign on behalf of the traveler only if the traveler completes a Travel Voucher Signature Delegation form authorizing them to do so. This form can be found on the CSU – Travel System website under Applications and Forms.

Attach all receipts to this form along with the approved pre-trip voucher and if applicable the email approval

Submit these documents to the travel desk for reimbursement



Click on the floppy disc icon to save the document

Close out of the document


Module 8 - Create an Amendment Document

Open the Post-Trip document (Seattle-04-10-06.pdf) that you saved in the traveler’s folder



At the Switchboard, Click on Step #3, Trip Itinerary

Select Amendment from the Document Type drop down box


Don’t hit Submit or you will overwrite

the Itinerary information that youoriginally entered!



At the Switchboard, Click on Step #8, Travel Voucher

Enter the total amount that the traveler has been reimbursed so far – this is a cumulative field so if you are working on the second Amendment this field will have the total reimbursed for the Post-Trip document plus the total amount reimbursed on the first Amendment

In the comments section type the following message “Traveler was reimbursed $1456.80 on Post-Trip document dated 04/25/06”.




Enter the expenses for this Amendment by going through the expense screens

At the Switchboard, Click Step #6, Additional Trip Expenses

Select Toll Road from the expense drop down box

Enter $12.00 for the cost Enter 04/10/06 for the date Allocate 100% of this expense to

account number 111111 Click Submit Expense Click on Back to Switchboard



At the switchboard, click on Step 8, Travel Voucher

Go to page 2 of the voucher to review the expenses that you entered for this amendment



Review the new expenses entered Click on Print Form Specify to print pages 9 to 10 click OK If necessary, obtain additional

approvals Have the traveler sign and date the

Certification statement If the traveler is a non-employee then a

department approving authority may sign on behalf of the traveler

If the traveler is a remote employee a department approving authority may sign on behalf of the traveler only if the traveler completes a Travel Voucher Signature Delegation form authorizing them to do so. This form can be found on the CSU – Travel System website under Applications and Forms.

Attach receipts for the new expenses to this form

Submit to the travel desk for reimbursement



Click on the floppy disc icon to save the form

Close out of the document


Module 9 - Who Do I Call? For Help with Travel Policy Questions

Jackie Riba – 970-491-1363 Terri Bedan – 970-491-6021

For Help with Travel Form/Adobe Questions Connie MacNaughton – 970-491-2099 Ken Katona – 970-491-7805