Creating a Travel Expense Report with a Travel Authorization

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Overview

Expense Reports (ERs) are required for all travel expenses. However, Travel Authorizations (TAs) are only required when reimbursement includes claims for lodging, airfare, car rental, or international travel.

For travel expenses that do not require a Travel Authorization, the traveler creates an Expense Report (ER) for actual costs incurred once travel is complete. The ER is routed to a Supervisor for review and approval before being sent to OBM Financial Shared Services (FSS). OSS reviews the ER to ensure compliance to the OBM Travel Rule.

For travel expenses that do require a Travel Authorization (TA), the traveler creates a TA beforehand and then creates an Expense Report for actual costs incurred once travel is complete. If the Expense Report varies by more than 20% or more from the TA, the ER is routed to a Supervisor for review and approval before being sent to OBM Financial Shared Services (FSS). If the Expense Report is within 20% of the Travel Authorization, it will go directly to OSS for review.

• Some travel expenses that do not require a Travel Authorization might be incurred on a trip with expenses that do require a Travel Authorization. The additional travel expenses may be added to an expense report that begins with a Travel Authorization.

Steps for Travel Expenses with a Travel Authorization

• https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/https://ohid.ohio.gov/wps/myportal/gov/myohio/ > myTravel and Expenses > Expense Reports > Create ER with TA

1. Select the appropriate Authorization ID to review the approved Travel Authorization.

2. Click the Related ActionsRelated Actions drop-down icon.

   

3. Click Copy To Expense ReportCopy To Expense Report.

   

• Travel Authorization entries will pre-populate the Expense Report.

4. Verify all expense lines in the left column and expense entries on the right for accuracy.

5. Enter a brief Description.

6. Click the Add ExpenseAdd Expense icon to add additional Expense Types, if necessary.

   

7. • For additional information on the following Expense Types, click the applicable link below. 

   • • Adding "Airfare"

     • Adding "International Travel"

     • Adding "Lodging" and/or "Conference Lodging"

     • Adding "Conference Meals"

     • Adding "Gasoline"

     • Adding "Ground Transportation"

     • Adding "Meal Per Diem"

     • Adding "Miscellaneous Travel Expense"

     • Adding "Personal Auto Mileage"

     • Adding "Personal Mileage - Round Trip"

     • Adding "State Prepaid"

• The information required will vary based upon the type of expense being added.

7. Click the General InformationGeneral Information icon to add receipts and supporting expense documents.

   

• See Receipt RequirementsReceipt Requirements.

  Receipts and backup documentation for travel and expense report reimbursement requests must be attached to the expense report.

   

  • Original receipts are required for all expenses over $10, except mileage and meal per diem. If expense is exactly $10, although a receipt is not required, the system will require an attachment which can be a blank document.

  • Mileage documentation submitted by travelers must comply with the Travel Rule.

  • All expense dates, locations (when applicable), amounts, and proof of payment must be legible and accurately reflected and show a zero balance and/or credit card information, confirmation number, or transaction number.

  • Receipts must contain the merchant's name, date of purchase, transaction amount, and line item detail identifying the service or goods provided.

  • Be sure to keep copies of all required receipts for personal records.

  • Conference Materials:

    • To ensure accurate reimbursement for travel to a conference, travelers must attach the “Schedule at a Glance” or detailed agenda along with the necessary travel receipts.

    • The conference agenda confirms the conference date(s) and includes details regarding whether meals were furnished or conference lodging was designated.

8. Click Save to complete or modify in the future.

• Saved will briefly appear in the top, right corner.

9. Click Review and Submit if complete.

10. Click Notes if necessary. 

11. Click View Printable Report to save to desktop or print as a PDF.
12. Click Submit to submit Expense Report for approval.
13. Click Submit for the Submission ConfirmationSubmission Confirmation popup.

    
    

• The Status will change to Submission in ProcessSubmission in Process under My Expense Reports page.