Creating a Travel Expense Report without a Travel Authorization

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Overview

Expense Reports are required for all travel expenses. However, Travel Authorizations 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 for actual costs incurred once travel is complete. The Expense Report is routed to a Supervisor for review and approval before being sent to OBM Financial Shared Services (FSS). OSS Reviews the Expense Report to ensure compliance to the OBM Travel Rule.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > myTravel and Expenses > Expense Reports > Create ER without TA

1. Select the appropriate Business Purpose from the dropdown menu that best describes the purpose of the trip.
2. Enter a brief Description.
3. Select the Default Location by clicking the Look up Default Location icon (magnifying glass).
4. Select the Look up Reference icon (magnifying glass), if necessary.

5. Click the Attach Receipt to add relevant files.

6. • See Receipt RequirementsReceipt Requirements.

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

     1. 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.
     2. Mileage documentation submitted by travelers must comply with the Travel Rule.
     3. 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.
     4. Receipts must contain the merchant's name, date of purchase, transaction amount, and line item detail identifying the service or goods provided.
     5. Be sure to keep copies of all required receipts for personal records.
     6. 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.
6. Select "Add Expense Line" from Expense Report Action.

7. Enter Date of expense.
8. Click the Look up Expense Type icon (magnifying glass).
   1. Select All TypesAll Types to list all expenses.

      

   2. Select Expense Type from the list.

• 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.

9. Add/modify the Description field.
10. Select appropriate Payment Type from the dropdown menu.
11. Add/modify the Amount field.
12. Click the AddAdd icon (plus sign) to add a new (blank) expense line, if necessary.

    

13. Click Delete to remove an expense line, if necessary.
14. Click the General InformationGeneral Information icon to add general information.

    

15. Verify all entries and/or add necessary general information.
16. Click the Update Details button to return to the Expense Entry page.

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

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

18. Click Review and Submit if complete.

19. Click Notes if necessary. 

20. Click View Printable Report to save to desktop or print as a PDF.
21. Click Submit to submit Expense Report for approval.
22. Click Submit for the Submission ConfirmationSubmission Confirmation popup.

    

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