CalATERS Presentation

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This demonstration will help CalATERS Global
users understand and create
Travel Advance and Expense Reimbursement Forms
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What is CalATERS Global?
The California Automated Travel Expense
Reimbursement System (CalATERS) Global provides a
comprehensive Internet-based solution for
California State departments to process their
Travel Advance and Expense Reimbursement forms.

• On-line entry of Travel Advance or Expense
  Reimbursement forms
• Automated application of the States travel
  rules
• Electronic routing of claims to Approvers and
  Accounting
• Travel Advances automatically calculated and
  scheduled for recovery
• Expenses Reimbursed through direct deposit or
  mailed directly to employee
• Electronic signatures
• Automatic calculations
• 24/7 system access

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CalATERS Global Work Flow
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Access the CalATERS Global application through
the CalATERS Global website at
www.sco.ca.gov/calaters_global.html
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CalATERS Global Website
Access CalATERS by clicking on GLOBAL SIGN IN
CalATERS Global
For Employees new to CalATERS Global, Get
Started New User Registration can help
Instructions for Employees, Approvers
Accounting are located here
Whats New will provide all users with
up-to-date information on CalATERS Global
Refer to Links for travel-related information
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CalATERS Global Sign-in Screen
User ID and Password will be assigned after New
User Registration is complete.
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CalATERS Global Work Queue
After signing in to CalATERS Global, the
employees individual work queue screen will
display. This screen is used to create new forms.
It also contains a history of forms previously
submitted which can be viewed and researched.
When New is clicked, the pop-up box below will
display to allow users to select the creation of
a Travel Advance or Expense Reimbursement.
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Create Travel Advance
Click New
Select Travel Advance Form and then the
appropriate Claim Type.
Click OK
Pop-up box to choose type of form
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Create Travel Advance (continued)
Enter a name for the Travel Advance
Click OK
Enter Travel Advance Report name
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Create Travel Advance (continued)
Then click the Travel Advance Information tab
Select method of delivery
Enter date check is needed by
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Create Travel Advance (continued)
Select Advance

• Enter
• Amount
• Start/End Dates
• Destination
• Purpose

Click Enter
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Create Travel Advance (continued)
First level Approver
Employee certification statement
Paper copy can be printed but is not necessary.
Enter password and click Submit
On the resulting screen, the employee will have
the option to print the form.
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Create Travel Advance (continued)
When the Travel Advance is submitted, the system
returns the Employee to his/her work queue screen
and an email is automatically sent to the
Approver.
SAMPLE Email to Approver
SAMPLE Travel Advance Summary (available online
to print)
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Create Expense Reimbursement
Click New
Select Expense Reimbursement Form and then the
appropriate Claim/Trip Types.
Click OK
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Create Expense Reimbursement (continued)
Enter a name for the Expense Reimbursement

• Verify
• Bargaining Unit
• Default Approver
• Mailing Address
• (if paid by warrant)

Pop-up box to choose type of form

• Enter
• Trip Dates
• Start/End Times
• Location
• Purpose
• Was trip gt or 50
• Miles from home or HQ?

Click OK
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Create Expense Reimbursement (continued)
Click the Expenses tab to enter trip expenses.
Travel fields display based on trip type.
The General tab allows the user to select how the
expenses will be charged (i.e. percentage split
or by individual expense).
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Create Expense Reimbursement (continued)
This screen is used to enter expenses for each
trip on the claim. Dates, amounts, and other
various information may be required based on the
type of expense.
Click the Completion tab to continue
Breakfast is added
View of completed expense grid for LA trip
after all expenses have been added.
Click for the Expense list
Complete applicable fields for each expense
Click OK or Update
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Create Expense Reimbursement (continued)
Click Next
Receipts Tab - shows which expenses require
receipts. Informational only.
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Create Expense Reimbursement (continued)
Click Next
Review Items Tab shows which expenses generated
rule exceptions and/or are flagged for review.
May require justification.
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Create Expense Reimbursement (continued)
Click Next
Travel Advance Recovery Tab shows all
outstanding travel advances available for
recovery. Informational only.
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Create Expense Reimbursement (continued)
Click Next
Total claim expenses
minus direct charges
minus TA recovery
reimbursement amount
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Create Expense Reimbursement (continued)
First level Approver
Employee certification statement
Enter password and click Submit
On the resulting screen, the employee will need
to select a receipt address and will have the
option to print the form.
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Create Expense Reimbursement (continued)
When the Expense Reimbursement is submitted, the
system returns the Employee to his/her work queue
screen and an email is automatically sent to the
Approver.
SAMPLE Email to Approver
SAMPLE Expense Reimbursement Transmittal (avail
able online to print)
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From the Employees Work Queue
Employees can track the progress of any form in
their queues. The Status icon will display the
progress on the selected form.
Then click the Status button on the tool bar
Single click the form in the queue, so it is
highlighted blue
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Youre now ready to create Travel Advance and
Expense Reimbursement Forms! Refer to Get
Started for information on completing New User
Registration.
On the CalATERS Global website you will find
additional instructions for - Approving Travel
Advance and Expense Reimbursements - Changing
Passwords - Assigning Submitters and
Preparers, - and more...
To exit this demonstration Please click on File
and Close to return to the CalATERS Global
website or right click on the mouse and select
End Show.