Statewide Financial System Program 1 TE 210 Travel and Expenses Processing and Administration TE 210...

Statewide Financial System Program1

TE 210 TE 210 Travel and ExpensesTravel and Expenses

Processing and AdministrationProcessing and Administration

TE 210 TE 210 Travel and ExpensesTravel and Expenses

Processing and AdministrationProcessing and Administration

Welcome


Refrain from side conversations

Obey building safety rules and regulations

Silence cell phones, PDAs, refrain from checking email

Ask Questions

Take breaks as needed

Ground Rules


Learning Objectives

After completing this course, you should be able to:

Explain the SFS Travel and Expenses process, key terms, and concepts

Maintain employee expense profiles and Travel Card data

View budget check exceptions

Locate additional training materials, job aids, and other useful information


Training Methodology

Training Steps

Tell Me – Facts, Concepts, Terms, Definitions. Show Me – Relevant Demonstrations of Process Steps. Let Me – Hands-on practice in User Productivity Kit (UPK) and

Live Environment. Help Me – Facilitator Support.

Training Materials

Course Presentation. UPK Simulations. Training Exercises and Data Sheets. User Guide and Job Aids.


Agenda

SFS TE Integration, Terms, and Concepts

SFS Navigation Overview

Maintaining Travel Profiles

Reviewing Travel Documents and Payments

SFS TE Learning Path and Resources



In this lesson, you should learn:

How the SFS Travel and Expenses module integrates with other SFS modules

The typical SFS Travel and Expenses process flow

Key SFS Travel and Expenses terms and concepts



The flowchart below shows how the SFS Travel and Expenses module integrates with other SFS modules.



The basic steps of the SFS Travel and Expenses process are depicted below.


Old New

Pre-Travel Authorization (PTA)(Expense Anywhere System)

Travel Authorization - A travel document submitted prior to travel. It is used to manage the pre-travel approval of estimated travel costs.

Travel Voucher Expense Report - A travel document submitted once travel is complete. It is used to capture the actual travel costs and request reimbursement of expenses.

B-1184 DOB Approval - A field in SFS travel and expense used to record the B-1184 approval number.


Key Terms – Old vs. New


Concept Definition

Business Purpose Overall classification of expense documents. The business purpose is the business reason for travel, e.g., routine travel and conference.

Expense Type A classification of valid business expenses, e.g., parking and airfare.

My Wallet A tool in SFS that stores travel card transactions and allows the user to reconcile these transactions by applying them to expense reports.

Non-Travel Expense SFS Travel and Expenses will also be used for reimbursement of job related expenses not associated with travel, e.g., membership expenses and uniform allowances.


Key Concepts



SFS TE Roles

Agency Traveler

Agency Traveler Proxy

Agency Travel Clerk

Agency Travel Authorization Approver

Agency Expense Report Approver

Agency Travel Inquiry and Reporting

Employee Data Administrator


SFS Navigation Overview


How to login to SFS and perform general navigational steps


Maintaining Travel Profiles


How to view and edit employee and Travel Card data


Reviewing Travel Documents and Payments


How to review payment and expense history

How to view budget check exceptions




The SFS Travel and Expenses training structure

Where to find training materials and resources



SFS Travel and Expenses Training Structure



Training Materials Location and Class Preparation

Location

ILT Course Materials http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm

All Training Courses http://www.sfs.ny.gov/training/trainingCourses.htm

Job Aids and Reference Materials

http://www.sfs.ny.gov/training/jobAidsandReferenceMaterials.htm

Training FAQs http://www.sfs.ny.gov/training/trainerMaterialsLibrary.htm


Summary

Having completed this course, you should now be able to:

Explain the SFS Travel and Expenses process, key terms, and concepts

Maintain employee expense profiles and Travel Card data

View budget check exceptions

Locate additional training materials, job aids, and other useful information


Conclusion

Thank you for your participation!


Slides for Agency Use (Arial, Font 36)

Agency specific Heading (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.


Slides for Agency Use (Arial Headings, Font 36 for single line, 32 for double lines)

In this lesson you should learn: (Arial font 24)

Topic 1. (Arial Font 20)

Topic 2.

Topic 3.

Topic 4.

Topic 5.


Slides for Agency Use (Type Topic here)

Agency Specific Key Terms and Concepts (Arial Font 24)

Term / Concept Definition

Term / Concept name (Arial Font 18)

Definition of Term / Concept (Arial Font 16)

Statewide Financial System Program 1 TE 210 Travel and Expenses Processing and Administration TE 210...

Documents

Transcript of Statewide Financial System Program 1 TE 210 Travel and Expenses Processing and Administration TE 210...