Creating a Per Diem Trip and Regular Trip on Same

Expense Report

1Creating a Per Diem Trip and

Regular Trip on Same Expense Report

Creating Your Report Header

• Create your report header exactly as you would a regular expense report and click ‘Next’

• Be sure to change the Tulane Policy to ‘Tulane Sponsored Project Policy’ if you will be charging a 5 ledger account (grant)

– Note: If you forget to change the policy and you click Next, you will not be able to submit as there is no way to edit this field once you have moved into the expense report

2Creating a Per Diem Trip and

Regular Trip on Same Expense Report

Starting the Per Diem Process

• Once you have created your expense report header and clicked ‘Next’, the ‘Travel Allowances’ dialogue box appears

• If your report includes per diem for meals or hotel, click ‘Yes’

– If you do not click Yes and later want to add per diem expense types, you can click on Details, Itineraries, Create New Itinerary

Creating a Per Diem Trip and Regular Trip on Same Expense

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Creating Your Itinerary

• Once you have clicked ‘Yes’ in the travel allowances box, you will now create your itinerary

• You must create an itinerary for each leg of the trip where you conducted business (layovers are NOT a leg of an itinerary)

• Enter the itinerary details for the first leg (first day of travel only) of the trip and click ‘Save’

– Do NOT click ‘Next’ or a single leg itinerary will be created and the traveler will not be able to submit for approval

Creating a Per Diem Trip and Regular Trip on Same Expense

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Enter all details and click Save

Creating Your Itinerary

• Enter the details of the second leg of your itinerary. Note: The Depart From (City) is the city you traveled to on the first leg

– If your trip includes more than one city in which you will be conducting business, create a separate leg for each city traveled to

• Click ‘Save’ – Do not click ‘Next’!

• Click ‘Expenses & Adjustments’ at the top of the dialogue box

Creating a Per Diem Trip and Regular Trip on Same Expense

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Enter details for 2nd leg and

click Save

After clicking Save, click

Expenses and Adjustments

Per Diem Expenses and Adjustments

• The Travel Allowances for the trip will show in a new dialogue box

– Shows all travel allowance meals for the trip

• The rates are automatically imported from the GSA Conus and Overseas rates based on time, date, and location

• If a meal is provided by the conference or a business associate, click on that meal and the system will automatically adjust the rate of reimbursement for that day

• Click ‘Create Expenses’ and these will be added to your Expense List in the expense report

Creating a Per Diem Trip and Regular Trip on Same Expense

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Per Diem Expenses Added to Expense List

• Your per diem meals are now added to your Expense List

• Continue the report by choosing the next expense type

Creating a Per Diem Trip and Regular Trip on Same Expense

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Adding Hotel Per Diem

• Hotel/Lodging expense does not have to be per diem; you can enter this item as a regular expense

– You will only be reimbursed the amount you spent regardless of the per diem rate

• For this example, we are choosing to use per diem– Receipts will be required even if you choose per diem hotel

expense type

Creating a Per Diem Trip and Regular Trip on Same Expense

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Adding Per Diem Hotel

• Enter all details in the New Expense pane

• Enter 0.00 in the ‘Amount’ field and check the ‘Travel Allowance’ box

• Click ‘Itemize’

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Enter 0.00 in the amount field and click in Travel

Allowance box indicated by the arrow

Itemize button

Itemizing Per Diem Hotel

• Before entering all the detailed itemization information, click the ‘Expense’ tab shown by the red arrow at the top of the ‘Nightly Lodging Expenses’ pane

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Itemizing Per Diem Hotel

• Click the link ‘Show reimbursable allowances for <the date on your report>’; for this example the date on the report is 04-09-2010

• This link will give you the nightly per diem rate based on the dates and location of your trip

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Itemizing Hotel Per Diem

• The ‘Travel Allowances’ pane for your report will appear and give you the per diem rate for the nights you are staying

• You will only be reimbursed for the rate you pay if it is less than the per diem rate; if you pay more than the per diem rate, you will only be paid the per diem rate

• In this case, the per diem per night for two nights is $118.00

• Click ‘Done’

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Itemizing Hotel Per Diem

• Once you click ‘Close,’ enter the total amount of the stay in the amount field where you orignially entered zero to get the per diem rate

• Now you can click on ‘Itemize’ and continue itemizing your hotel stay

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Enter the total amount for the two

nights

Itemizing Hotel Per Diem

• Now you must itemize by entering the Check-in Date, Check- out Date, and Room Rate

– Using Hotel Per Diem, do not separate room rate and taxes for each night; enter the amount per night that was displayed in the per diem rate table

– Once you enter the room rate, click in the box ‘Combine room rate and taxes into a single entry’

• Click ‘Save Itemizations’

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Enter check-in and check-out

dates here

Check box to combine room rate

and taxes into single entry

Adding New Expenses from Another Trip

• Click on a new expense type (Natural Account) for your next trip

– Be sure to change the Business Purpose and City for the new trip in the new expense pane.

• In this case, we will be adding domestic airfare as an expense type for the next trip and filling in all required fields

• Click ‘Save’ and continue adding expenses for this trip

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Adding Domestic/Hotel Regular Expense from Another Trip

• In this example, ‘Domestic Hotel/Lodging’ is the expense type for our new trip

• Change the Business Purpose and city name accordingly and then click ‘Itemize’ to bring up the above screen

• Complete all required fields in the Nightly Lodging Expenses pane

– If you have a one-time expense on a hotel bill, you cannot enter it in this pane as this creates recurring charges for each night.

– Subtract the one time amount and enter it under its own expense type and state in the Comments field that this is part of the hotel bill

• Now click ‘Save Itemizations’ and move on to your next expense

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Expense List Showing Expenses for Both Trips

• This screen appears after the itemizations have been saved • You will notice all the information for the trip on the 12th is

grouped together at the top of the Expense List and the trip information for the 7th is grouped under it

• You can continue adding expenses for this trip or you can proceed to add expenses for another trip. You can now allocate your expenses if you are done with this report (Remember - you can add more trips as they occur.)

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Expense List Showing Expenses Have Been Allocated

• This screen shows that all expenses for both trips have been allocated by displaying a tri-colored pie chart icon next to the expense

• Remember: You can allocate all expenses to the same account distribution at once by checking the “choose all” box next to the Date heading, or you can allocate individually by clicking on each expense if you are not charging all expenses to the same account(s)

• For details on how to allocate, see the chapter covering allocations

• Now you can either save the report for future additions or upload the receipts and submit for approval

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Check this box if you want to choose all

expenses to allocate