TRES User Guide - Oregon State University
Contents
1. Display your grades and transcript View your holds Request an official transcript Obtain an enrollment certification through the National Student Account Information Display charges credits and payments to your account Make credit card or eCheck payment on account Financial Aid Display Financial Aid eligibility status information Admissions Pay your ATD Register for START g statement View your leave history or balances job information and W 4 t one Rikaburnaiat Entry pistes TRES omplete travel reimbursement requests on line Approve Financial Documents View financial document details and approval history Personal Information View your OSU ID View or update your address es phone number s e mail address es Customize your directory profile View name d change information Change your GAP View or update your direct deposit authorization Update Ethnicity Race or Veteran Status Lifetime Email Address Update Current Students and Graduates Update your OSU Lifetime Email Address RELEASE 8 3 Travel Reimbursement Entry System TRES The TRES form has 7 sections SoS SNe Travel Info Required Itinerary Private Auto Mileage Airfare Other Expenses Accounting Required Grand Total Required Travel Info Accounting and Grand Total are always required the other sections are necessary if you are requesting reimbursement for those items Note If you are the travel coordinator or travel2. 01 04 11 las Vegas Inv 13 00 13 00 26 00 108 00 160 00 ee eed fo1 05 11 Las Vegas Inv 13 00 13 00 26 00 108 00 160 00 is selected fo1 o6 11 Corvallis for 13 00 13 00 0 00 0 00 f 26 00 Additional changes Add Itinerary Lines i 493 00 can be made List Locations Total Travel Info Itinerary Auto Mileage Airfare Accounting 7 s Total Save Document In Process Print Preview Create Invoice A Depart Time Return Time Select times from the drop down lists Times are shown in half hour increments The times selected will determine which meals are reimbursable on the travel days B Dates Enter the date of departure and the first destination in the first line subsequent dates and destinations if needed should be entered on the following lines Note Dates cannot overlap C City Enter the destination city The List Locations button provides a list of specific cities in some states that are considered High Locales by the federal government o The city must be entered exactly as it is on the table for the per diem to calculate correctly e g Anchorage Incl Nav Res o If the city traveled to is in a high rate county but not listed as a high locale city use the corresponding high rate city and indicating in the notes the actual city Ifthe city is not listed enter the city that was indicated on the traveler s documentation The correct per diem for that city wi
3. administrator you must first select Create a travel reimbursement then enter the traveler s id to access the travel reimbursement form TRES User Manual Page 3 1 Travel Info Required Itinerary Auto Mileage Airfare Other Accounting Expenses Travel Info Claimant s Name Beaver Benny Banner Vendor ID 930XXXXXX Claimant s Address vendor Payment 1234 Main St B Non Resident Alien no C Yes Attach 1 94 C Travel certifier Smi D Trip Identifier Lasvgs010311 Enter destination amp date limit to 15 alphanumeric Et ip Description raining for OSU Finance Represent Conference F Business Purpose Notes To train QSU finance staff on procedures and methods in field offices This was a IRS Federal Conference Received a travel advance of 400 to cover cost on I doc IXXXXXXX A Name ID and Address These sections will auto populate from the Banner database The address must be a vendor payment VP address B Non Resident Alien The default is No Select Yes if the traveler is a non resident alien A Yes selection indicates the traveler is a non resident alien performed services for the university in the US and is being reimbursed for travel expenses only o Be sure to get a copy of the traveler s I 94 and attach to the completed reimbursement request If the traveler is receiving an Honorarium for services DO NOT use the TRES form Contact your Business Center to assist you with a Perso
4. review the I Doc by selecting Review Completed Reimbursement Documents in TRES Print out the I Doc for your records and signatures If you obtained signatures on the T Doc it is acceptable to write the Banner I Doc on top of the T Doc there is no need to submit both printouts Note Signatures from both the traveler and authorized personnel for travel expenditures are required on the I Doc or T Doc before submitting the document and all back up documentation to the Business Center To correct information in the I Doc complete the following steps 1 Disapprove the Banner I Doc using FOADOCU 2 Cross out the incorrect entries on the printed TRES document the T Doc or I Doc and enter corrections 3 Make the correcting in the Banner I Doc to match the TRES document and recomplete the invoice in Banner Forward the printed Travel Reimbursement Request and all supporting receipts to the Business Center f4 Questions Contact OSU Business Affairs 541 737 4262 or BAFF Accounting oregonstate edu TRES User Manual Page 13 Appendix A Resources Travel Policy FIS Manual Section 411 http oregonstate edu fa manuals fis 411 OUS Travel Policy http www ous edu dept cont div fpm trav 95 100 Business Center Resources Forms Policies Training and Frequently Asked Questions http oregonstate edu fa businessaffairs bcr Business Affairs Accounts Payable and Travel Page http oregonstate edu fa businessaffa
5. II ri iff for I for C Add Mileage Lines IG Total 47 43 List Mileages Mass sate Total Save Document In Process Print Preview Create Invoice From Date To Date Enter dates in MM DD YY format The To Date field is optional From City From State Enter the city and state of the location traveling from Dest City Dest State Enter the destination city and state Total Miles If left blank miles will be calculated based on the Oregon standard city mileage tables The city and state spelling must match table values for total miles to calculate For travel in any other state you must enter the total miles traveled Ifyou enter a total miles amount that exceeds the Oregon standard city mileage tables a note will be displayed at the top of the page Either change the amount to the table rate or provide an explanation in the notes column For mileage over the Oregon standard city mileage table amounts or travel in another state attach documentation from an online map program for verification of distance traveled E Rnd Tp If checked total miles will be double the Oregon standard mileage tables Note Only use this check box in conjunction with the Oregon standard city mileage tables F Notes Notes are optional Notes can be used to enter destination details or to explain any excess over the Oregon standard city mileage tables G Add Mileage Lines Click this button if additional lines are needed H Ca
6. Travel Reimbursement Entry System TRES User Manual August 2011 Oregon State University Business Affairs Table of Contents Introduction Task by Role n 2 Accessing TRES sisi sciehesiese chissinciisivne ised dramancien as ese eae deren eis ean eae 3 Travel Reimbursement Entry System TRES 000 000 0 00 cece cee eeeteeteeeeeeeeees 3 1 Travel Info Required oo ee cece eceeecneeeeeecseeaeeecaeesesecseesecaceaesesasaesesaeeaseeenenaeeeees 4 2 Itinerary Optional L QQoquu kesccmsddaamsmiuudtennsansnagniusninesntinvnie 6 3 Private Auto Mileage Optional 20000000000 eeecreteeceeeeeeeeeetaeteesaeeaenaes 8 4 Airfare Optionall 2 0 00 ccc cece eeceeeececeeeeeceeeaeeecaeeaeecsesseeecseeseseseasseseeeateesateasees 9 5 Other Expenses Optional 000 000 0000 ceeeeceeeeeeeseeeeeeecaeeeecnaeeecaeeeseaeeaeeaeenee 10 6 Accounting REqUIred oo cece cneeeecneeeeceaeeeeeaeeaeeaecaeseesnaesesaeeeeeaeeaeeaeenees 11 7 Grand Total Required 000 00 cece cteeecneeeeeceeeeeeeceeeeecessaesecaeeaeeecnetaeeeseeteeeeeeaes 12 Final Steps JFR 13 Appendix A Resources uumrmnmnnmnnnenmnmeneneenmneneneeenen 14 Appendix B Common TRES Errors sorrrorrrerrrrrrrnrrrvrrnrrrrrrernrrrnrnrrnnernrrrnrrrrserrnennennennn 15 TRES User Manual Page 1 Introduction The Travel Reimbursement Entry System TRES is used to calculate reimbursement amounts for OSU employees traveling on official university business The complete trave
7. e F Add Expense Lines Click to add additional lines as needed G Calculate Total at the bottom of the form Click to re calculate totals and review any errors or notes displayed TRES User Manual Page 10 6 Accounting Required Note Always enter the accounting information last Accounting Index Fund oOrgn Acct Prog Actv Amount Algeaoss oomioo aioioo fosis emo nes LIE JE IE SMEO SOCO y 724 88 Add Accounting Lines List Acct Codes Total D Trans Date 027 08 11 En Total 1124 88 Claiming Only Total gj alculate Total Save Document In Process Print Preview Create Invoice A Enter the index account code Acct and if needed activity code Actv for the travel expenses Amount The fund and org codes will automatically populate when the form is saved See OUS FASOM Chapter 2 Account Codes to find the appropriate code for the expenses If using more than one index enter the amount for each index on separate lines The total of the accounting amounts must add up to the total reimbursement The total reimbursement is either the Grand Total or the Claiming Only Total if claiming less that the total expense B If applicable enter the Fund and GL account code for travel advance settlement Be sure to enter a negative amount for the travel advance The claiming only total field must be populated with the correct reimbursement amount the grand total minus the travel advance fo
8. irs staff a TRES User Manual Page 14 Appendix B Common TRES Errors High Per Diem County If the traveler stayed in a city within a high per diem county but not the actual city listed on the table TRES will not calculate the correct per diem The current work around it to note the actual location in the Business Purpose Notes field and enter the city listed in the table on the Itinerary section Text Character Limit TRES only allows 2000 characters in the Business Purpose Notes field If you exceed this limit you will not be able to submit the TRES form Unable to Print When you are ready to print the T document it will open as a new window If you have a pop up blocker turned on the document will not open Either turn off the pop up blocker or temporarily allow pop ups to print the T document TRES User Manual Page 15
9. l be reimbursed any other costs over per diem will not be reimbursed unless the travel was for a conference Add the lodging tax to the Other Expenses section as Lodging Tax If travel was for a conference add the remainder of the overage amount in the Other Expenses section as Other Explain Be sure to add notes to the expense line Note If needed add additional City Lines and populate the information as described above Only add city lines for cities the traveler spent the night in it is not necessary to list every city visited just the overnight city Information about meetings etc should be in the business purpose field G Populate Itinerary Click this button to populate the form below with meals and lodging Delete out any meals or lodging you are not claiming Add Itinerary Lines if needed H Calculate Total at the bottom of the form After completing the itinerary section click to re calculate totals Review any errors or notes displayed at the bottom of the page Zeroes will be populated automatically in the fields where amounts were deleted Note Each time you click calculate total the form is saved TRES User Manual Page 7 3 Private Auto Mileage Optional Private Auto Mileage From Date To Date From From Dest Dest Total Rnd Notes Amt mm o0 ry re on ry City tate City State Miles E 01 03 11 01 10 11 Corvallis OR Portland OR 93 E JRound trip to airport 47 43 for sf for S
10. l policy can be found in the Financial Operations FIS Manual section 411 and on the Business Affairs website Task by Role a personal travel reimbursement Initiate edit delete forward a travel reimbursement for Traveler Create an Invoice Approve an Invoice TRES Tips uw Use the Save Document in Process button frequently TRES times out after 60 minutes of inactivity vi Use MM DD YY as the format for all date fields within the system Use the List Locations button to ensure proper spelling of the travel location If the city is not spelled correctly the per diem will not calculate accurately TRES will display errors and notes at the top and bottom of the form each time it is saved Errors must be corrected before the form can be submitted notes are informational only vi at ad Use the Exit link when finished to close the session instead of the X in the browser window TRES User Manual Page 2 Accessing TRES TRES is found in the OSU Online Services menu Log on to Employee Online Services with your ONID username and password or OSU ID and GAP Oregon State University AMOET Employee Finance FESTE EE Search Go ACCESSIBILITY SITEMAP HELP EXIT Registration Add and drop classes Look up dasses to add Change your dass credits View your class schedule View your registration status Student Records
11. lculate Total at the bottom of the form Click to re calculate totals and review any errors or notes displayed GO P gt Note TRES will calculate the correct amount based on the total miles and the current IRS mileage reimbursement rate for personal vehicles TRES User Manual Page 8 4 Airfare Optional Note This section should only be completed if the airfare was purchased by the traveler and not through one of the OSU contracted travel agents Airfare purchased through an OSU contracted travel agent is paid directly by OSU Travelers that pay for airfare out of pocket will not be reimbursed until after travel is complete If the trip is cancelled the traveler will NOT be reimbursed In addition the traveler must provide a quote from the OSU contracted travel agent to prove the amount they paid out of pocket was less than the vendor cost See FIS 411 01 Air Transportation for more information Airfare From Date To Date From Dest Notes Amt mm DD YY mm DD YY Loc Loc 01 03 11 01 06 11 Portland Las Vegas PDX to Las Vegas to PDX for training 324 00 C E O L O O A Add Airfare Lines F 324 00 Total DO rn nt Calculate Total Save Document In Process Print Preview Create Invoice From Date To Date Enter dates in MM DD YY format The To Date field is optional From Loc Enter the city of the location traveling from Dest Loc Enter the destination city Notes Notes are op
12. ll populate according to the current rate that is indicated in TRES Per Diem Table TRES User Manual Page 6 D State abbr Country Enter the two character state abbreviation for domestic travel for foreign travel be sure to spell out the country names e g Canada instead of BC England instead of UK Note The state abbreviation or country spelling must match for the per diem rates to populate E Inc Meals If you are claiming meals leave the box checked if not uncheck the box If ameal is provided with a conference or seminar delete the amount in the appropriate field for that meal in the populated itinerary section See FIS 411 04 Meals for information on claiming actual expenses for meals Note The meal and incidental M amp IE per diem will populate for each day of travel based on the location the traveler spent the night The per diem amount includes costs that are incidental to the traveler such as laundry fees and gratuities F Hotel Rate See FIS 411 03 Lodging for additional details on hotel rate If claiming per diem leave this field blank No further action is required If claiming actual costs less than per diem enter the total charged per night for the room in this field o Enter the lodging tax separately in the Other Expenses section as Lodging Tax If claiming over per diem leave the field blank TRES will populate the per diem amount allowed for the location selected o Taxes for lodging wil
13. nal Services Contract C Travel Certifier Traveler Travel Coordinator Only Select the department s Travel Coordinator or the Business Center s Travel Administrator from the drop down list D Trip Identifier maximum of 15 alpha numeric characters Enter the destination and date The trip identifier should follow this format Destination City Initial Date of Travel e g LasVegas010311 This field will be mapped to the Banner Vendor Invoice Number E Trip Description maximum of 50 alpha numeric characters Enter a more detailed description of the trip e g Training for OSU Finance Represent Conference to further identify the expenses for reporting This field will be mapped to the Banner Invoice Commodity Description F Business Purpose Notes maximum of 250 alpha numeric characters Enter the business purpose for the travel in detail include the nature name of the research conference or class and any special circumstances Use the 5 W s Who What When Where and Why Indicate in this field if the traveler received a travel advance include the I Doc number from the advance and the amount This field will be mapped to Banner FOATEXT TRES User Manual Page 4 The following categories should serve as Business Purpose guidelines 1 Recruiting for students 2 Recruiting for employees teaching research faculty as well as other employee recruiting activities 3 Faculty presentations for P amp T Promoti
14. on and Tenure attendance at conferences where faculty present papers 4 Professional development attendance at conferences where the purpose is skills and knowledge building not where papers are presented by the traveler 5 Cost share requirements of cost share agreements related to grants and contracts 6 Instructional travel study abroad programs or other instructional travel programs for students 7 Development visits to foundations individuals corporations and agencies regarding philanthropic efforts 8 Collaboration visits to government leaders or agencies and participation in meetings of professional organization and societies that create opportunities for funded research teaching and service or that strategically advance the interests of the university 9 Contractual obligations fulfilling the duties of national offices and boards in professional societies and the normal expectations of academic and non academic grants and contracts TRES User Manual Page 5 2 Itinerary Optional Itinerary Depart Return Time Time 10 00 AM 4 00 PM aj From Date To Date City State abbr J p MM DD Y DD YY c C try Meals 01 03 11 01 06 11 Las Vegas nv IV CO C C eee Add City Lines Gass Itinerary List Locations e Date City State abbr Break Lunch Dinner Hotel Amt MM DD YY or Country 01 03 11 Las Vegas Inv 0 00 13 00 26 00 108 00 147 00 This section will be
15. quire approval from budgetary authority before a Banner invoice document l Doc can be created The document must be printed before submitting for approval D Submit for Approval Click to forward the document to the Travel Administrator Once the document is submitted the traveler is no longer able to edit the form Submitting will create the T Doc number if print preview was not selected Travel Administrators Asrand Total 1124 88 Betaiming Only Total Calculate Total Save Document In Process Print Preview Create Invoice A Grand Total This number is calculated based on the sum of the total for each section B Claiming Only Total This field is optional If the traveler is claiming less that the total amount or only a portion of the trip enter the amount in the Claiming Only field C Print Preview Click to review the form and print the T Doc for your records and any necessary approvals This can be used as a reference if the T Doc or I Doc is not approved Be sure the T Doc created in TRES is correct before creating the Banner Invoice I Doc D Create Invoice After reviewing the T Doc click to create the invoice number I Doc for the travel document and mark the Banner Invoice as complete The document can also be printed at this time TRES User Manual Page 12 Final Steps Once the invoice is created the document in TRES cannot be edited by the Travel Administrator The Travel Administrator may
16. r the form to calculate correctly Add accounting lines Click to add additional lines as needed D Trans Date The date displayed defaults to the date the form is created and will be the transaction date in Banner The date can be set to a past date for posting travel expenses in a previous month if the period is still open otherwise the date must be in the current month The date cannot be changed to a future date E Calculate Total Click to re calculate the total and review any errors or notes displayed oO TRES User Manual Page 11 7 Grand Total Required Travelers and Travel Coordinators AGrand Total 1124 88 Bciaiming only Total Calculate Total Save Document In Process Print Preview Submit for Approval A Grand Total This number is calculated based on the sum of the total for each section B Claiming Only Total This field is optional If the traveler is claiming less that the total amount or only a portion of the trip enter the amount in the Claiming Only field Ifthe traveler received a travel advance the claiming only total field must show the grand total minus the advance for the form to calculate correctly C Print Preview Click to create a printable document for review and records TRES will assign a unique identifier the T document T Doc number for the record This number is used for tracking the document in the department Note Print the T Doc if your department procedures re
17. tions Notes can be used to explain unusually high airfare or additional fees such as excess baggage or change fees Amt Enter the amount of the airfare Add Airfare Lines Click to add additional lines in needed Calculate Total at the bottom of the form Click to re calculate totals and review any errors or notes displayed TOP gt Omm TRES User Manual Page 9 5 Other Expenses Optional Other Expenses Type rs Date p Date Notes Amount YY Yy Parking z Bi 01 06 11 Parking at PDX during trip 60 00 Lodging Tax z 01 03 11 01 06 11 nights of tax in Las Vegas 10 15 x 3 30 45 Other Explain 01 03 11 01 06 11 airport Baggage fee 20 00 Other Explain z 01703711 01706711 nights conference rate overage 50 x 3 150 00 Choose Type Add Expense Lines F 260 45 Total mm pp _ Calculate Total Save Document In Process Print Preview Create Invoice A Type Select the type of expense from the drop down list B From Date Enter the date the expense started or was incurred in MM DD YY format C To Date To date is required for certain expenses such as parking fees and lodging tax Enter in MM DD YY format Note To date is not required for one time expenses e g Phone Business D Notes Notes are optional unless the type of expense indicates that an explanation is required e g Other Explain E Amount Enter the amount for the expens
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