statewide financial system program 1 te 205 travel and expenses te 205 travel and expenses welcome

Statewide Financial System Program1

TE 205 TE 205 Travel and Expenses Travel and Expenses

TE 205 TE 205 Travel and Expenses Travel and Expenses

Welcome


Refrain from side conversations

Obey building safety rules and regulations

Silence cell phones, PDAs, refrain from checking email

Ask Questions

Take breaks as needed

Ground Rules


Learning Objectives

After completing this course, you should be able to:

Explain the SFS Travel and Expenses process, key terms, and concepts at a high level

Create, view, modify, and delete Travel Authorizations

Create, view, modify, and delete Expense Reports

Locate additional training materials, job aids, and other useful information


Training Methodology

Training Steps

Tell Me – Facts, Concepts, Terms, Definitions. Show Me – Relevant Demonstrations of Process Steps. Let Me – Hands-on practice in User Productivity Kit (UPK) and

Live Environment. Help Me – Facilitator Support.

Training Materials

Course Presentation. UPK Simulations. Training Exercises and Data Sheets. User Guide and Job Aids.


Agenda

SFS TE Integration, Terms, and Concepts

SFS Navigation Overview

Travel Authorizations

Expense Reports

SFS TE Learning Path and Resources



In this lesson, you should learn:

How the SFS Travel and Expenses module integrates with other SFS modules

The typical SFS Travel and Expenses process flow

Key SFS Travel and Expenses concepts and terms



The flowchart below shows how the SFS Travel and Expenses module integrates with other SFS modules.



The basic steps of the SFS Travel and Expenses process are depicted below.


Old New

Pre-Travel Authorization (PTA)(Expense Anywhere System)

Travel Authorization - A travel document submitted prior to travel. It is used to manage the pre-travel approval of estimated travel costs.

Travel Voucher Expense Report - A travel document submitted once travel is complete. It is used to capture the actual travel costs and request reimbursement of expenses.


Key Terms – Old vs. New


Concept Definition

Business Purpose Overall classification of expense documents. The business purpose is the business reason for travel, e.g., routine travel and conference.

Expense Type A classification of valid business expenses, e.g., parking and airfare.

My Wallet A tool in SFS that stores travel card transactions and allows the user to reconcile these transactions by applying them to expense reports.

Non-Travel Expense SFS Travel and Expenses will also be used for reimbursement of job related expenses not associated with travel, e.g., membership expenses and uniform allowances.


Key Concepts



SFS TE Roles

Agency Traveler

Agency Traveler Proxy

Agency Travel Clerk

Agency Travel Authorization Approver

Agency Expense Report Approver

Agency Travel Inquiry and Reporting

Employee Data Administrator


SFS Navigation Overview


How to login to SFS and perform general navigational steps




Where entering Travel Authorizations fits into the SFS Travel and Expenses process

How to create, search for, modify, delete, and view a Travel Authorization



The flowchart below shows where entering Travel Authorizations fits into the SFS Travel and Expenses process.



Transactions

Creating Travel Authorizations

Creating Travel Authorizations by copying an existing Travel Authorization

Searching for and modifying saved Travel Authorizations

Deleting Travel Authorizations

Viewing Travel Authorizations


Learning Exercise

Creating a Travel Authorization Using the Creating a Travel Authorization exercise sheet,

complete this exercise in the SFS training environment.

10 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity. The job aid can be used to assist you.


Expense Reports


Where entering an Expense Report fits into the SFS Travel and Expenses process

How to create, search for, modify, and delete an Expense Report


Expense Reports

The flowchart below shows where entering Expense Reports fits into the SFS Travel and Expenses process.


Expense Reports

Creating Expense Reports

Creating Expense Reports by copying an existing Expense Report

Creating Expense Reports using My Wallet

Creating Expense Reports by copying a Travel Authorization

Creating Expense Reports for emergency travel

Creating Expense Reports for non-travel expenses

Searching for and modifying saved Expense Reports

Itemizing hotel bills

Using Travel Cards for per diem meals

Expense reports when money is owed to the State

Deleting Expense Reports

Viewing Expense Reports

Reviewing expense and payment history

Printing travel documents

Transactions


Learning Exercise

Creating an Expense Report Using the Creating an Expense Report exercise

sheet, complete this exercise in the SFS training environment.

10 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity. The job aid can be used to assist you.




The SFS Travel and Expenses training structure

Where to find training materials and resources



SFS Travel and Expenses Training Structure



Training Materials Location and Class Preparation

Location

ILT Course Materials http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=123&Itemid=667

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127&Itemid=658

Job Aids and Reference Materials

http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=124&Itemid=668


Summary

Having completed this course, you should now be able to:

Explain the SFS Travel and Expenses process, key terms, and concepts at a high level

Create, view, modify, and delete Travel Authorizations

Create, view, modify, and delete Expense Reports

Locate additional training materials, job aids, and other useful information


Conclusion

Thank you for your participation!


Slides for Agency Use (Arial, Font 36)

Agency specific Heading (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.


Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)

In this lesson you should learn: (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.


Slides for Agency Use (Type Topic here)

Agency Specific Key Terms and Concepts (Arial Font 24)

Term / Concept Definition

Term / Concept name (Arial Font 18)

Definition of Term / Concept (Arial Font 16)

statewide financial system program 1 te 205 travel and expenses te 205 travel and expenses welcome

Documents

nontravel expense sfs

typical sfs travel

travel document

routine travel

system travel authorization

expenses te

expenses concepts

sfs modules