traveler delegatetraining

Travel and Expense Management (TEM)

Traveler & Delegate Training

Please log into your workstation with your universal login and password

Overview• TEM replaces:

TA esign

Mileage/Daytrip Expense Form &

Expense Voucher

• Available to Employees & Student Employees

• Traveler enrollment forms set up:

oTravelers (may include default funding string)

oDelegates

oSupervisory approvers

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Please Keep in Mind

Travelers or their delegates

can do data-entry.

Only travelers can submit

the document for approval.

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Flow of TEM Documents

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Covered in today’s class

Covered in Approver/Proxy training class

Data-entry

• Travelers and/or Delegates

• Using TEM and Nolij

Submittal

• Travelers• Using TEM

Approvals

• Approvers and/or Proxies

• Using Workflow and Nolij

Overview Continued…

• TEM has Three Types of Documents:

oTA = Travel authorization

oTV = Travel advance

oTR = Travel reimbursement (expense report)

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Overview Continued…

• Travelers Can Enter Both:

reimbursable & non-reimbursable

expenses

• Automatic calculation of:

per diem & mileage rates

• Automatic creation of TA encumbrances

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TEM Links on myWestern

Approvers&

Proxies

Travelers&

Delegates

myWestern has links to Workflow, Nolij, and TEM under Employee, Technology Tools. Approvers/Proxies use Workflow and Nolij. Travelers/Delegates use TEM and Nolij.

Overview Continued…

• It’s easy to create a TR from an approved TA

• Electronic pre-defined approvals fromsupervisors and budget authorities

(No more mis-routed forms!)

• Nolij stores receipts & related documents

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ApprovalsApprovals flow automatically from one approver to the next.

TA’s go through three stages of approval:

1) Travel Services: Ensures no violations of travel policy

2) Supervisory: Approves the travel (travel status)

3) Budget authority: Approves estimated expenses

TR’s go through two stages of approval:

1) Travel Services: Ensures no violations of travel policy

2) Budget authority: Approves actual expenses

Approver listings available here: www.wwu.edu/bs/travel/tem/reports.shtml

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Data-entry Tips

• Non-reimbursable expenses are optional, show the total cost of the trip. o May include registration fees or other charges

covered by Western or by the traveler.

o Airfare from a travel agent MUST include funding

• Each TA must have at least one reimbursable expense item, even if it is for $0.

• Don’t enter commas in Advance amounts,

e.g. if requesting $1,000, just enter it as “1000”

• If using an Activity code, don’t use an index in the accounting string: instead enter Fund-Orgn-Prog.

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Website: Travel Services

Helpful Links:

Quick Reference

Links & Tools

Approver & Proxy Reports

Questions? Please contact:

Samantha Zimmerman Samantha.Zimmerman@wwu.edu

x3341Travel.Services@wwu.edu

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TEM Resources