CSU

1
CSU Travel System TrainingTable of Contents

• Module 1 - Download and Save the CSU Travel
  Form Slide 3
• Module 2 - Adobe Acrobat .
  Slide 8
• Module 3 - Saving Preparer Data
  Files.. Slide 12
• Module 4 - Saving Traveler Data
  Files.. Slide 15
• Module 5 - Create a Pre-Trip Document
• Step 1 (Preparer Information)
  . Slide 18
• Step 2 (Traveler Information)
  .. Slide 20
• Step 3 (Trip Itinerary)
  .. Slide 22
• Step 4 (Ticketed Transportation)
  ................................ Slid
  e 23
• Step 5 (Meals Per Diem) ...
  . Slide 24
• Step 6 (Additional Trip Expenses)
  .... Slide 27
• Step 7 (Travel Advance) ..
  .. Slide 30
• Step 8 (Travel Voucher) ..
  .. Slide 31
• Module 6 - Approval Requirements for Travel
  Documents ... Slide 34
• Module 7 - Create a Post-Trip Document
  .. Slide 36
• Module 8 - Create an Amendment Document.
  .................... Slide 43
• Module 9 - Who Do I Call?...
  ............... Slide 50

2
Travel Application Overview
3
Pre-trip documents
(State Card Preferred)




Post-trip documents

15 Tolerance
Travel Desk
Travel Agent
Pre-trip documents
3
Travel Application Background
3

• Transient forms used to update the Travel Voucher
• Contains application logic (per diem
  calculations, mileage, totals, subcode
  translations)
• Once updated to the Travel Voucher these forms
  are blanked.

• Updatable forms which can be saved and reused.
• Requires a full version of Adobe.

4
Module 1 - Download and Save the CSU Travel Form

• Go to the Business Financial Services website
  at the following address busfin.colostate.edu
• Find the Travel link on the left hand navigation
  bar and click on it
• Under Applications and Forms Note that there are
  three versions of the Travel Form one is for
  use with either Adobe Acrobat 5.0 or 6.0. The
  others for use with Adobe Acrobat 7.0 or 8.0.

5
Module 1 - Download and Save the CSU Travel Form

• Right click on Travel Form
• Select Save Target As

6
Module 1 - Download and Save the CSU Travel Form

• We recommend that you save the Travel Form to a
  drive that gets backed up on a regular basis. If
  you dont know what drive to use ask your
  departments network administrator or PC Support
• Click on the yellow folder with the star in the
  upper right hand corner to create a new folder

7
Module 1 - Download and Save the CSU Travel Form

• Type in the name Travel for your new folder
• This folder is where you will save all of your
  travel documents and files
• Double click on the Travel folder to open it

8
Module 1 - Download and Save the CSU Travel Form

• Keep the Object name the same as what is
  downloaded CSU-TS-Ver-4.0X.pdf
• Make sure the Save as type is Adobe PDF Files
  (.pdf)
• Click on Save
• Close out of the browser windows that are open on
  your screen

9
Module 2 - Adobe Acrobat

• The Colorado State University Travel Form is a
  dynamic Adobe Acrobat form. It can be opened
  and completed using either Acrobat Reader (5.0
  or later - which is available for free!) or with
  the full version of Adobe Acrobat (5.0 or
  later).
• The benefit of having the full version of Adobe
  Acrobat is the ability to save preparer and
  traveler data files which eliminates the need to
  re-key this data each time you create a document.
  
• Another benefit of having the full version of
  Adobe Acrobat is the ability to save travel
  documents.
• Acrobat Reader does not have the capability to
  save data. For infrequent travelers or travel
  preparers, Acrobat Reader will be adequate.

10
Module 2 - Adobe Acrobat

• If you dont know which version you are using
  open up the application and click Help on the
  menu bar then select About Adobe Acrobat or
  About Acrobat Reader
• On the screen you will see which version you are
  using.
• Adobe Acrobat 5.0 (full version)
• Acrobat Reader 5.0 (free version)
• Click on the window to close

11
Module 2 - Adobe Acrobat

• We will now introduce some basic navigation and
  viewing features available in Adobe.
• Click on File
• Select Open
• Find the Travel folder that you created
• Double click on the Travel Form that you
  downloaded CSU-TS-Ver-4.0x (for either AA5/AA6,
  AA7 or AA8pdf)

12
Module 2 - Adobe Acrobat

• Adobe provides some tools for navigation and
  viewing
• You can navigate through the pages of the
  document using these icons on the top menu bar
• The bar with the Left Arrow will take you to the
  first page of the document
• The Left Arrow alone will take you to the
  Previous Page
• The Right Arrow alone will take you to the Next
  Page
• And the Right Arrow with the bar will take you
  the last page of the document
• First Page
  Previous Page Next Page Last
  Page
• These same icons are on the bottom of the
  screen. This also shows you which page you are
  currently on

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Module 3 - Saving Preparer Data Files

• If you are using Acrobat Reader skip to Module
  5 since you will not be able to save data files.
• If you are using the full version of Adobe
  Acrobat , open the Travel Form (CSU-TS-Ver-4.0x
  (for AA5-AA6 or AA7pdf) that you saved under the
  main Travel folder. If you just finished with
  Module 2 you may already have the Travel Form
  open.
• At the Switchboard click on Step 1, Preparer
  Information
• Complete all of the fields on this form
• Click on Save Preparers Data

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Module 3 - Saving Data Adobe 8

• message appears in Adobe 8 when trying to save
  the preparer and traveler information.

15
Module 3 - Saving Data Adobe 8

• Click on Forms on the tool bar (see above),
  Manage Form Data, Export Data.
• Navigate to where you want to save your file.
  Change the filename. Save.

16
Module 3 - Saving Preparer Data Files

• If the window doesnt default to your main Travel
  folder, then find it by either clicking on the up
  one level icon or selecting it from the drop down
  box
• Create a new folder for the Preparer under the
  main Travel folder by clicking on the yellow
  folder with the star in the upper right hand
  corner
• Name this folder the LastName-FirstName of the
  preparer
• Double Click on the preparer folder to open it
• Change the Object name to lastname-preparer-data
• Make sure the Save as type is Acrobat FDF Files
  (.fdf)
• Click on Save
• This preparer data can now be used when creating
  travel documents

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Module 3 - Saving Preparer Data Files

• Click on Clear Form
• When asked Are you sure you want to clear all
  the fields on this form click Yes
• Repeat the steps above for the next Preparer
• VERY IMPORTANT!!
• When you are done creating Preparer data files
  close the Travel Form
• Click NO when asked if you want to save changes
  to the Travel Form
• CSU-TS-Ver-4.0x.pdf
• You always want to avoid saving changes to this
  file (CSU-TS-Ver-4.0x.pdf) to preserve the state
  of your BLANK TEMPLATE

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Module 4 - Saving Traveler Data Files

• If you are using Acrobat Reader skip to Module
  5 since you will not be able to save data files.
• If you are using the full version of Adobe
  Acrobat open the travel form (CSU-TS-Ver-4.0x.pd
  f) that you saved under your main Travel folder
• At the Switchboard click on Step 2, Traveler
  Information
• Complete all of the fields on this form
• Click on Save Travelers Data

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Module 4 - Saving Traveler Data Files

• If the window doesnt default to your main Travel
  folder, then find it by either clicking on the up
  one level icon or selecting it from the drop down
  box
• Create a new folder for the Traveler under the
  main Travel folder by clicking on the yellow
  folder with the star in the upper right hand
  corner
• Name this folder the LastName-FirstName of the
  traveler (MacNaughton-Connie)
• Double Click on the traveler folder to open it
• Change the Object name to lastname-traveler-data
• Make sure the Save as type is Acrobat FDF Files
  (.fdf)
• Click on Save
• This traveler data can now be used when creating
  travel documents

20
Module 4 - Saving Traveler Data Files

• Click on Clear Form
• When asked Are you sure you want to clear all
  the fields on this form, click Yes
• Repeat the steps above for the next Traveler
• VERY IMPORTANT!!
• When you are done creating Traveler data files
  close the Travel Form
• Click NO when asked if you want to save changes
  to the Travel Form
• CSU-TS-Ver-4.0X.pdf
• You always want to avoid saving changes to this
  file (CSU-TS-Ver-4.0x) to preserve the state of
  your BLANK TEMPLATE

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Module 5 - Create a Pre-Trip Document Step 1
(Preparer Information)

• Open the Travel Form (CSU-TS-Ver-4.0X.pdf) that
  you saved under your main Travel folder
• At the Switchboard click on Step 1, Preparer
  Information
• If you are using Acrobat Reader , type in the
  data for the fields
• If you are using Adobe Acrobat, and you have
  created a preparer data file, you can auto-fill
  this page by clicking on Load Preparers Data
• Find your preparer folder
• Double click on your preparer data file to import
  the data

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Module 5 - Create a Pre-Trip Document Step 1
(Preparer Information)

• Click Submit Preparer Information this sends the
  information to the Travel Advance and the Travel
  Voucher

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Module 5 - Create a Pre-Trip Document Step 2
(Traveler Information)

• At the Switchboard click on Step 2, Traveler
  information
• If you are using Acrobat Reader , type in the
  data for the fields
• If you are using Adobe Acrobat , and you have
  created a traveler data file for this person, you
  can auto-fill this page by clicking on Load
  Travelers Data
• Find your traveler folder
• Double click on your traveler data file to import
  the data

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Module 5 - Create a Pre-Trip Document Step 2
(Traveler Information)

• Click Submit Traveler Information, this sends the
  information to the Travel Advance and the Travel
  Voucher

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Module 5 - Create a Pre-Trip Document Step 3
(Trip Itinerary)

• At the Switchboard Click on Step 3, Trip
  Itinerary
• Click on the Document Type drop down box and
  select Pre-Trip
• Select Out-of-State from the Trip Type drop down
  box
• Enter the Begin and End Travel dates using the 2
  digit month, day, year format separated by
  forward slashes. For this trip enter 04/01/06
  for the begin date and 04/10/06 for the end date.
• Enter Seattle, WA for the initial destination.
  For multiple destination trips, enter the
  additional locations in the comments field.
• Enter the Trip Description, Justification, and
  Comments in the field provided
• Select to use the default account number or to
  manually enter account numbers (Note the
  default account number was specified in Traveler
  Information. If the Manually Enter Account Number
  button is selected, the program will prompt you
  when these accounts need to be entered.)
• For this training click on Manually Enter Account
  Numbers
• Click Submit Itinerary Information to send this
  data to the Travel Advance and the Travel Voucher
  

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Module 5 - Create a Pre-Trip Document Step 4
(Ticketed Transportation)

• If you are not purchasing airline tickets, or
  tickets from any common carrier, skip to Step 5,
  Meal Per Diem Rates
• If you are purchasing airline tickets, or tickets
  from any common carrier, at the Switchboard click
  on Step 4, Ticketed Transportation
• Select Frosch (Travel Connection) from the Travel
  Agency drop down box
• Enter 500.00 for the Ticket Value. This ticket
  value should include any service fees.
• Select the Ghost Card Payment Method from the
  drop down box. If the traveler is to be
  reimbursed for the ticket, you would chose Visa
  or Other.
• We chose to manually enter the accounts on the
  Trip Itinerary screen. We will break this
  expense down by percentage, allocating 75 to
  account 111111 and 25 to account 111112.
• Click Submit Ticket Information to send this data
  to the Travel Advance and the Travel Voucher

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Module 5 - Create a Pre-Trip Document Step 5
(Meals Per Diem)

• If you are not reimbursing the traveler for
  meals, skip to Step 6, Additional Trip Expenses
  otherwise click on Step 5, Meal Per Diem Rates
• The per diem location and dates are auto-filled
  with the information that you entered for the
  trip itinerary
• Meal reimbursements are allowed for the actual
  cost of meals up to the maximum allowable per
  diem rate without receipts.
• Click on Find Per Diem to find rate for your
  destination(s) or open your browser to BFS
  website, Travel, then Per Diem rates.
• Input the rate and click Calculate Per Diem
  button.
• Enter any meals provided separately
• Click on Calculate Subtract Meals

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Module 5 - Create a Pre-Trip Document Step 5
(Meals Per Diem)

• Traveler will be reimbursed actual costs up to
  the per diem allowed for that location. DO NOT
  PROVIDE RECEIPTS.
• Day trips (single day travel) which start and end
  on the same day are not eligible for meal
  reimbursements.
• First and last day of travel are reimbursed at ¾
  (75) per diem rate no matter what time the
  travel begins or ends.

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Module 5 - Create a Pre-Trip Document Step 5
(Meals Per Diem)

• We chose to manually enter the accounts on the
  Trip Itinerary screen. We will break this
  expense down by percentage, allocating 75 to
  account 111111 and 25 to account 111112.
• Click on Submit Total Per Diem

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Module 5 - Create a Pre-Trip Document Step 6
(Additional Trip Expenses)

• At the Switchboard click on Step 6, Additional
  Trip Expenses
• From the list of expenses select lodging
• Enter 750.00 for the total lodging cost
• Type in 04/01/06 to 04/10/06 for the Date(s)
• Break this expense down by dollar amount
  allocating 750.00 to account 111111.
• Click Submit Expense
• Select 2WD Mileage from the list of expenses
• Enter 150 miles in the field provided
• Enter 04/10/06 for the Date
• We will break this expense down by percentage
  allocating 100 to account 111111.
• Click Submit Expense
• Click Back to Switchboard

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Module 5 - Create a Pre-Trip Document Step 7
(Travel Advance)

• If requesting a Travel Advance, at the
  Switchboard click on Step 7
• Remember The preferred method of obtaining a
  travel advance is by using the State Travel card
• Enter 150.00 for the Advance Requested amount,
  tab out of field
• Enter 111111 for the Account Number
• Click on Get TV Number
• Please note to obtain a travel advance the
  cashiers office will need the travelers CSU ID
  (8xxxxxxxx).

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Module 5 - Create a Pre-Trip Document Step 7
(Travel Advance)

• Click on Print Form
• Specify to print pages 8 of 8 for the Travel
  Advance
• Click OK
• Get the travel Approvers signature
• Take this form to the Travel Office for approval
  
• The travel advance can be received in the
  Cashiers office.
• Click on Switchboard

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Module 5 - Create a Pre-Trip Document Step 8
(Travel Voucher)

• At the Switchboard click on Step 8, Travel
  Voucher
• If Step 7, Travel Advance was skipped, click on
  Get TV Number
• You are viewing the first page of the 4 page
  voucher
• Review the Trip Itinerary, Traveler Information,
  and Preparer Information sections these are
  editable fields if you need to make changes
• You can also enter in additional comments by
  clicking in the box
• Click the Next Page arrow on the Adobe navigation
  bar to view the pre-trip estimated expenses on
  the second page of the voucher

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Module 5 - Create a Pre-Trip Document Step 8
(Travel Voucher)

• Review the pre-trip expenses for accuracy
• If you need to make a minor change to an expense
  these are all editable fields
• You can delete an expense by clicking on the
  Delete button to the left of the line item
• Click the Previous Page arrow on the Adobe
  navigation bar to return to the first page of the
  voucher

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Module 5 - Create a Pre-Trip Document Step 8
(Travel Voucher)

• Click on Save Form
• Navigate to theTravelers folder MacNaughton
• Change the Object name to Seattle-04-10-06.pdf
• Make sure the Save as type is Adobe PDF Files
  (.pdf)
• Click on Save

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Module 5 - Create a Pre-Trip Document Step 8
(Travel Voucher)

• Click on Print Form
• Specify to print pages 9 to 10 (or 12) depending
  on how many expenses you entered click OK
• Obtain the necessary approvals
• Keep this form on file and submit it with the
  Post-Trip document and receipts
• If you ordered airfare send this form to the
  Travel Agency For auditing purposes it is
  important that the Travel Agency receives a copy
  of this form - it authorizes them to charge our
  ghost card for the airfare you ordered
• Close out of the document
• Say No when asked if you want to save changes as
  they have already been saved

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Module 6 - Approval Requirements for Travel
Documents

• Who is a Travel Approver?
• A Travel Approver must be the travelers
  supervisor
• All international travel must be approved by both
  the supervisor and Dean or VP
• If the supervisor is a Dean or VP then an
  additional approval is required by either a VP or
  the President of the University
• Travel for Department Heads must by approved by
  the Dean or VP
• Travel for Deans must be approved by the
  VP/Provost
• Travel for VPs must be approved by the President
  of the University
• For information on what to do when there are
  changes to travel approvers contact the Travel
  Office Jackie Riba at 491-1363 or Terri Bedan at
  491-6021

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Module 6 - Approval Requirements for Travel
Documents

• What is the process for approving travel
  documents?
• For in-state travel with airfare, out-of-state
  travel, and international travel, proof that the
  trip was pre-approved, either in writing or
  electronically, is required by Colorado State
  Fiscal Rules. Please note that this approval
  must be done prior to the trip date.
• There is a 15 tolerance on reimbursed expenses
  between what is on the pre-trip document and
  those submitted for payment on the post-trip
  document.
• When the pre-trip voucher is completed, it should
  be printed and the travel approvers signature
  should be obtained. The pre-trip document should
  then be kept on file and submitted with the
  post-trip document.
• The Travel Desk must receive the following in
  order to reimburse the traveler for the trip
• Approved Pre-Trip voucher (if applicable
  in-state (with airfare), out-of-state,
  international)
• All necessary receipts
• non-meal expenses over 25.00 require a receipt
• Post-Trip voucher with both the travelers
  signature the account approvers signature
• As long as the expenses on the post-trip voucher
  do not exceed the estimated expenses on the
  pre-trip voucher by 15, additional approval by
  the supervisor is not required to obtain
  reimbursement.
• For travelers in remote locations or in different
  locations than their travel approver, the
  pre-trip document can be emailed for approval.
  The travel approver must reply to the traveler
  and the travel preparer via email that
• Travel Voucher XXXXXX for Traveler John Doe, in
  the amount of 1,500 is
• approved. A copy of this email must be attached
  to the post-trip document in order
• for reimbursement to occur. Please note that this
  email must be dated prior to the trip
• date.

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Module 7 - Create a Post-Trip Document

• Open the Pre-Trip document (Seattle-04-10-06.pdf)
  that you saved in the travelers folder

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Module 7 - Create a Post-Trip Document

• At the Switchboard, Click on Step 3, Trip
  Itinerary
• Select Post-Trip from the Document Type drop down
  box
• Click on Switchboard
• Dont hit Submit or you will overwrite
• the Itinerary information that you
• originally entered!

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Module 7 - Create a Post-Trip Document

• Click on Step 8, Travel Voucher
• Go to the second page of the voucher

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Module 7 - Create a Post-Trip Document

• Enter the Post-Trip Expenses in the column
  provided
• Enter all post-trip expenses the same as the
  pre-trip expenses except for mileage. Enter 300
  for mileage
• If you need to add additional expenses to the
  voucher it is recommended that you go through the
  Switchboard so that the subcodes will be
  generated for you
• Return to page 1 of the voucher

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Module 7 - Create a Post-Trip Document

• Please note the over tolerance message - Dont
  forget to re-route your Post-Trip document for
  approval if you see this!

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Module 7 - Create a Post-Trip Document

• Click on Print Form
• Specify to print pages 9 to 10 for the Travel
  Voucher, Click OK
• If necessary, obtain additional approvals
• Have the traveler sign and date the Certification
  statement
• If the traveler is a non-employee then a
  department approving authority may sign on behalf
  of the traveler
• If the traveler is a remote employee a department
  approving authority may sign on behalf of the
  traveler only if the traveler completes a Travel
  Voucher Signature Delegation form authorizing
  them to do so. This form can be found on the CSU
  Travel System website under Applications and
  Forms.
• Attach all receipts to this form along with the
  approved pre-trip voucher and if applicable the
  email approval
• Submit these documents to the travel desk for
  reimbursement

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Module 7 - Create a Post-Trip Document

• Click on the floppy disc icon to save the
  document
• Close out of the document

46
Module 8 - Create an Amendment Document

• Open the Post-Trip document (Seattle-04-10-06.pdf)
  that you saved in the travelers folder

47
Module 8 - Create an Amendment Document

• At the Switchboard, Click on Step 3, Trip
  Itinerary
• Select Amendment from the Document Type drop down
  box
• Click on Switchboard
• Dont hit Submit or you will overwrite
• the Itinerary information that you
• originally entered!

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Module 8 - Create an Amendment Document

• At the Switchboard, Click on Step 8, Travel
  Voucher
• Enter the total amount that the traveler has been
  reimbursed so far this is a cumulative field so
  if you are working on the second Amendment this
  field will have the total reimbursed for the
  Post-Trip document plus the total amount
  reimbursed on the first Amendment
• In the comments section type the following
  message Traveler was reimbursed 1456.80 on
  Post-Trip document dated 04/25/06.
• Click on Switchboard

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Module 8 - Create an Amendment Document

• Enter the expenses for this Amendment by going
  through the expense screens
• At the Switchboard, Click Step 6, Additional
  Trip Expenses
• Select Toll Road from the expense drop down box
• Enter 12.00 for the cost
• Enter 04/10/06 for the date
• Allocate 100 of this expense to account number
  111111
• Click Submit Expense
• Click on Back to Switchboard

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Module 8 - Create an Amendment Document

• At the switchboard, click on Step 8, Travel
  Voucher
• Go to page 2 of the voucher to review the
  expenses that you entered for this amendment

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Module 8 - Create an Amendment Document

• Review the new expenses entered
• Click on Print Form
• Specify to print pages 9 to 10 click OK
• If necessary, obtain additional approvals
• Have the traveler sign and date the Certification
  statement
• If the traveler is a non-employee then a
  department approving authority may sign on behalf
  of the traveler
• If the traveler is a remote employee a department
  approving authority may sign on behalf of the
  traveler only if the traveler completes a Travel
  Voucher Signature Delegation form authorizing
  them to do so. This form can be found on the CSU
  Travel System website under Applications and
  Forms.
• Attach receipts for the new expenses to this form
• Submit to the travel desk for reimbursement

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Module 8 - Create an Amendment Document

• Click on the floppy disc icon to save the form
• Close out of the document

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Module 9 - Who Do I Call?

• For Help with Travel Policy Questions
• Jackie Riba 970-491-1363
• Terri Bedan 970-491-6021
• For Help with Travel Form/Adobe Questions
• Connie MacNaughton 970-491-2099
• Ken Katona 970-491-7805