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Time & Expense Processing Employee Travel RequisitionEmployee Travel Requisition

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Travel Requisition No AdvancePrior to Trip

The CS-172 form was used for travel authorization before expenses were incurred for a trip, by a state employee.

The new employee entry method allows user to enter this data directly in MI Time & Expense on the web and submit for further processing.

Denise Maughan will be traveling to Benton Harbor on Tuesday to perform an audit. She will depart from Lansing at 7:00 a.m. and return at 6:30 p.m. She will drive her own car, and per the standardized travel regulations will seek reimbursement for lunch. Total expenses of $98.81 are estimated for this trip. An advance is not issued for this trip.

Travel Requisition Entry Scenario

After log-in the Home Page will display.

Home Page

For Employee entry, Select ‘Employee’ then ‘Non-Routine Travel Requisition’. The Travel Requisition List Page will display.

Travel Requisition List Page

To create a Travel Requisition click on the ‘Create New Travel Requisition’ button.

Employee information can be displayed by clicking on name (from anywhere in the application).

Travel Requisition Entry ID TabTo date can be typed in or selected from the calendar.

For the Request Date, today’s date defaults.

05/07/2013 05/07/2013

From date can be typed in or selected from the calendar. To select it from the calendar click on the square and choose the desired date.

Note: Related Expense or Related Advance fields will be system generated with a hyperlink to an existing expense or advance, that resulted from the current requisition request.

Travel Requisition Entry - ID Tab cont’d

Car Estimated Expenses enter the amount of each expected expense for this trip.

DEQ

Nature of Official Business enter the purpose for this trip.

Click ‘Save’.

Benton Harbor

90,86

7.95

98.81

Audit

Destination is the city you are going to.

Transportation Via is the mode of transportation.

Office/Program is the office or program name associated with the employee.

Travel Requisition Entry - ID Tab cont’d

Saved successfully

Note: The Request ID is system generated when saved.568

Note: Appropriate error messages can occur and will be displayed when there are insufficient and/or invalid inputs. (Severity: W = Warning E = Error).

Click on the ‘Coding Block’ tab to view coding information.

Travel Requisition - Coding Block TabUsers with applicable security can view or assign coding blocks to the requisition.

Click ‘Save’ after Coding Block has been updated.

Coding Block from the travel requisition will be carried over to the expense. NOTE – Once entering the expense you can change coding block assigned to detailed line items if needed.

Travel Requisition Entry - ID Tab cont’d

Submit Successful

Note: Appropriate error messages can occur and ill be displayed when there are insufficient and/or invalid inputs. (Severity: W = Warning E = Error).

Click ‘History’ tab.

Click ‘Submit’.

Approval Process

Once the Travel Requisition has been submitted, it will enter the approval path appropriate for your agency and the Action Code will show SUBM. An email may be sent to the first level approver to inform them of the needed action.

As long as the Travel Requisition request is in SUBM status it can be modified by the initiator or the first level approver. As it goes through the approval process the Last Action will change until it has been completely approved.

To view the Action code and History of the expense request click on the History tab.

Travel Requisition - History Tab

Version shows the number of times the Travel Requisition was modified after being submitted the first time.

Action Code shows the action that was done. Click title for list of values.

Comments will show additional information about the action.

Action Taken By is the userid that performed the listed action.

Action Date is the date the listed action was done.

‘Previous Page’ will return user back to the ‘Travel Requisition List Page’ in this tutorial.

Note: Status indicates that the expense has entered the approval path.

Travel Requisition - Create ExpenseTravel Requisition - Create Expense

After “Create Expense” button is clicked this will default with the expense number that is created from this requisition.

After requisition has been fully approved the “Create Expense” button is enabled. You can use this create the expense from the requisition. The ID tab of the expense will default with the information from the requisition and the Coding Block of the requisition will carry forward to the expense.

Travel Req - Create Expense cont.Travel Req - Create Expense cont.

After the expense has been created from the requisition the requisition is marked “PROC” and cannot be modified.

Travel Requisition List Page

The expense now displays on the ‘Travel Requisition List’ page with an Requisition ID. Travel Requisitions will be displayed once saved. Last Action will also show appropriate Action Codes.

Where To Get Help

Users with questions or needing help should call the OFM Help Desk at:

517-373-6222

1-800-856-6246 (not local)

At the welcome message press “8” then press “3” for HRMN Payroll/DCDS/Time & Expense.

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