student instructions for cwu travel system expense reports...appear above default location towards...

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1 Student Instructions for CWU Travel System –Expense Reports Log in to “MyCWU” from the CWU home page Steps 1-4: Click on the “Main Menu” heading, then navigate to the Travel Expense Report entry page by selecting the following tabs from the drop down menu options: Financial Management > Employee Self Service > Travel and Expense Center 1 2 4 3

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Page 1: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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Student Instructions for CWU Travel System –Expense Reports

Log in to “MyCWU” from the CWU home page

Steps 1-4: Click on the “Main Menu” heading, then navigate to the Travel Expense Report entry page by selecting the following tabs from the drop down

menu options: Financial Management > Employee Self Service > Travel and Expense Center

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Page 2: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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Step 5: Click “Create/Modify” to create your travel expense report. If you need to make changes to a report you’ve already created, click on “Create/Modify”

and then click on “Find Existing Value” tab

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Page 3: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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If your student ID is in the field indicated to the left, please click “Add”.

If your student ID doesn’t automatically populate in the field indicated, you will need to have access to

the travel system set up for you. Please contact the SURC Accounting office with your Student ID

number and your first and last name, and let us know you need access to the Travel system.

Alternatively, the Travel Office staff can set up your access also, email provided below.

We will activate your account and reply with confirmation.

SURC Accounting: (509) 963-3034 or 963-1328

Travel Contacts: [email protected]

Page 4: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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If you completed an online travel authorization prior to your trip,

please choose the option indicated below from the Quick Start drop

down menu.

If someone else completed the travel authorization on your behalf, or it

was not required, please continue on with a blank form, following the

instructions below.

Page 5: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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BUSINESS PURPOSE:

If your travel was funded with Club Senate, SAS, S&A, and/or other

combinations of funding, you will enter the choice that most closely

matches the reason for your travel. Most commonly used is Conference.

If your travel was part of a Club Account Funded ONLY trip, you will enter

Club Travel here.

If your travel was part of a Sports Club Account Funded Only trip, you will

enter Club Team Travel here.

Page 6: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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REPORT DESCRIPTION:

You will enter the following information, abbreviating where possible to

meet the 30 character limitation. Please follow this format:

“Funding source Abbreviation”, “Club/Org/Dept”, “Your last name”

Example- “CS, Bass Club, Martin”

Funding Source Abbreviations

Club Funds – CF (travel funded with club account funds only)

Club Senate – CS (travel funded with Club Senate funds only)

Student Academic Senate – SAS (travel funded with SAS funds only)

Service & Activities – S&A (travel funded with S&A funds only)

Equity and Services – ESC (travel funded with ESC funds only)

Office of Undergrad Research – OUR (travel funded with OUR funds only)

Multiple Sources – MS (travel funded with a combination of the above

funds and other funds such as Undergrad & Grad Research grants, Career

Services awards, academic dept funds, etc)

Page 7: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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REFERENCE:

You will enter your travel authorization number

here. This will be listed in your email notification or

on your Funding Receipt Log.

Travel Authorization: “TA#_____”

Page 8: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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DEPARTURE AND RETURN DATE:

You will enter the date that you left to go to your

event/destination as well as the time that you left.

You will enter the date that you returned from your

event/destination as well as the time that you

returned.

Times must be exact if you are receiving meal per

diem. If you are not receiving meal per diem an

estimate is acceptable (most common).

Page 9: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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DEFAULT LOCATION:

This is the location that you are traveling to. Enter the name of the city you are

traveling to, and click on the Search function. If the city isn’t in the search

results, use the Search box to enter the county you traveled to. Do a google

search to find the county. If your county is not present, please contact the travel

desk ([email protected]) for support.

Page 10: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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OFFICIAL STATION:

You will select the campus you attend.

Page 11: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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OFFICIAL RESIDENCE:

You will enter the city and state that appears on your

driver’s license.

Page 12: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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ATTACHMENTS:

You will click on Attachments and a pop-up will appear. Click on Add Attachment and

attach the document containing the Funding Receipt Log and your receipts that was sent

to you by SURC Accounting.

Once the attachment has loaded and appears in the pop up box above, choose ok.

Page 13: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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EXPENSES: (Please follow the numerical order shown above or an error will occur and your report cannot be submitted.)

1. DATE will be your departure date

2. EXPENSE TYPE will be “Student Travel – All Expenses” if your reimbursement is from a funding request, such as Club Senate, Student Academic

Senate, S&A, Undergrad Research, etc or the combination of any of these sources. OR “Student Club Travel” if you will be reimbursed via Club

Account Funds only.

3. DESCRIPTION will be a description of the expense or expenses (Example: Flight and Hotel)

4. PAYMENT TYPE will always be personal funds

5. AMOUNT will be the amount that you are being reimbursed, not necessarily the amount of all your expenses. This information can be found in

the Funding Receipt Log (Sport Clubs: enter amount on Expense Form signed by two authorized club signers). Please do one line for all your

expenses, there is no need to do a line for each type of expense. (Uncommon Exception: If you are receiving funding from sources such as an

academic department or grant that must remain separate, please add additional line/s for these expenses and enter the amount/s and

speedkey/s provided by the source in the appropriate boxes, as directed).

6. The location should auto-populate with the location of where you were traveling to.

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Page 14: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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Accounting Details:

1. SPEED KEY - Enter the 10 digit number listed in the email and the Funding Receipt

Log you received from SURC Accounting containing your instructions.

Sport Clubs: enter 4612600001 unless otherwise directed.

Not common: If you are receiving funding from another funding source for additional

expenses that must remain separate, or splitting an expense between two speed keys,

add an additional expense line and enter the expense type, $ amount and Speed Key as

directed for those expenses.

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Page 15: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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ADDITIONAL EXPENSES (Not common):

As described on page 14, when you need to add another

expense/receipt to your travel expense report for

reimbursement, you will click on the “+” on the right hand

side. A new line will appear at the bottom of the page.

Page 16: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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SAVE AND SUBMIT:

1 - Once you have entered all of your information for the

expenses you are being reimbursed for, you will choose

“Save for Later” on your expense report. A report number

will appear above default location.*

*If any box turns red, there is an error. Please contact SURC

Accounting for support.

2 - If you have no errors and have fully completed the

report, please click “Summary and Submit”. A window will

appear at the bottom of your screen stating “By checking

this box, I certify….”

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Expense Report Number

00000#### will appear below

Page 17: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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3 - Click “By checking this box, I certify….”

4 - The “Submit Expense Report” button will become unshaded, please click on it.

5 - A pop up Submit Confirmation will then appear. Click “OK”

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Page 18: Student Instructions for CWU Travel System Expense Reports...appear above Default Location towards the top of the page (see page 16 for location of Expense Report number). You will

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UPON SUCCESSFUL SUBMISSION

Please notify the SURC Accounting office that your Expense Report has been successfully submitted and provide the Expense Report number that will

appear above Default Location towards the top of the page (see page 16 for location of Expense Report number).

You will need to check the approval status periodically by logging in, navigating to the online travel center and choosing the “View” Expense Report

option. Once you pull up your pending report, a status bar will show up at the bottom of the page. This will show you the current status of your

reimbursement as it progresses through the approval process. Please notify SURC Accounting if your report is waiting for approval from a supervisor

who is not familiar with your travel and we will redirect it to an appropriate approver.

In the event your expense report is denied and sent back for revision, the status progress will show this along with notes describing why your report

needs to be corrected and resubmitted. You will also receive an email to your CWU email account.

For those with direct deposit, your reimbursement should be deposited in about 3 days after receiving final approval. For those without direct deposit,

your reimbursement will be mailed to the address in your Safari account and should arrive in about 5 days after receiving final approval.