Before an employee can access all of the features of the Travel Center, a Traveler Profile must be created. Within the Traveler Profile page, the traveler can update their default funding project ID, select their duty station, and add employees for which they will service as a proxy to enter travel authorizations and reimbursements.
The project ID entered within the Traveler Profile will be added as the default funding source on all authorizations and reimbursements. The option to change the default funding source is available when entering each travel authorization and travel reimbursement.
Login into MyPack Portal.
Go to the Employee Self Service Homepage.
Select the Travel Center tile.
Select Update My Profile, located on the upper right-hand side of the Travel Center landing page
Under Traveler Information:
Review your email address. If it is not correct, enter the email address where you would like to receive emails related to travel payments.
Select the county of your duty station from the drop down list. Leave blank if it does not apply.
Select your duty station.
Within the Default Funding Source Project ID field enter the project ID that you will use for travel expenses. **Projects can be changed as needed on the authorization and reimbursement.
Under Traveler Information, go to Travel Proxy Setup.
If you enter authorizations or reimbursements on behalf of other travelers, check the box next to “I submit travel requests on behalf of others.”
The box will expand to include an entry field for the Traveler ID, also known as the vendor number.
Enter the Traveler ID number (vendor number) and then press the tab key. The name of the traveler will display. If you do not know the Traveler ID, use the magnifying glass icon to search for the Traveler ID number.
Login to MyPack Portal.
Go to Employee Self Service Homepage.
Go to the Travel Center tile.
Select the traveler. When the Travel Center opens, the name displayed next to Traveler will be your name.
If you are a proxy user and need to create an authorization for another user, change the traveler. To do so, first you will need to establish a listing of travelers for which you are the proxy. (See TC.1.1) Then select your traveler by accessing your proxy list within the Change Traveler field.
Under New Authorizations, click the Create Authorization link.
Supervisor: Initially, this information will come from HR data; however, it can be changed. To designate another supervisor, enter the Unity ID of the person you would like to designate as the supervisor into the Supervisor ID field. If you do not know the supervisor’s Unity ID, use the magnifying glass icon to locate the ID.
Reference Number: The reference number field is for department use. The field is used at the discretion of the department. Any reference number assigned will be searchable within PeopleSoft Financials, but it is not searchable within the Wolf Reporting System.
Travel Center: Directs you back to the Travel Center
Show Traveler Details: Expands and displays the traveler’s detail section. Employee, Student, and US Citizen status will be visible.
Travel Summary: Printable Summary of the Travel Authorization
Travel Type: Use the dropdown to select Individual, Mileage Only, Team/Group, or Blanket travel.
Begin Date/Time: Enter the beginning date and time of your travel.
End Date/Time: Enter the ending date and time of your travel.
Purpose: Enter a descriptive business purpose for your travel.
Category: Use the down arrow to access the listing of travel categories, which includes: Conferences/Workshops, Development Activities, Exchange Ideas, Extensions and Outreach, Intercollegiate Athletics Activities, Non NCSU Supported Travel, Other University Related Business, Presentations, Recruiting, Research, and Teaching/Education.
Destinations: For travel within the U.S. or its territories, complete the City and State fields. If traveling to multiple destinations, use the + icon to add additional rows.
If traveling outside of the U.S. or its territories, check the box for Non U.S. Travel.
**Travel to Canada and Mexico are considered out-of-country.
If Out-of-Country travel, enter the City and Country of the international destination. For multiple destinations, use the + icon to add additional rows.
If Out-of-Country travel, a list of Export Control Compliance questions will appear. Review the information thoroughly. All questions must be answered and the certification must be completed by the traveler.
Will this trip include any personal travel?: Use the down arrow to select Yes or No. If yes, provide the destination and dates of the personal travel time within the comment box that will appear. Any comments placed within this box will appear within the travel reimbursement.
Comments: Enter any relevant information pertaining to the travel. Any comments placed within this box will appear within the travel reimbursement.
Use the plus icons to add additional expense rows.
Use the minus icon to delete expense rows.
To enter Mileage and Meal expenses, use the calculator icon located on the expense line.
Within the My Estimated Expenses section there are blue dot icons next to each expense. These links will direct you to policy and procedure information directly related to the expense.
If the travel will not require reimbursement of expenses, check the box next to No Reimbursement Needed.
Commonly used expenses are pre-populated under the Transportation, Lodging, and Conference Fees & Meals expense categories. Use the drop down triangles on the expense row description to access a list of all expenses available under each category. Review the chart below for the full list of options.
Transportation
Lodging
Conference Fees & Meals
Other
Airfare/Taxes
Alternate Mileage Rate
Baggage/Other Fees
Bus
Gas
Mileage
Other Ground Expense
Parking
Rental Vehicle
Shuttle
Taxi
Tips/Transportation
Tolls
Train
Business Center/Computer Use
Fax
Hotel Safe Fee
Internet
Lodging Fees/Taxes
Phone
Photocopy Charges
Tips/Lodging
Conference/Registration Fees
Excess Meals
Meals
Meals Under Per Diem
Membership Fees/Dues
Printing Fee
Training Materials
Workshop/Training Fees
ATM Fee
Athletic Allowance
Books
Cell Phone Rental/Prepaid
Coach Packet
Currency Conversion Fee
Event Admission Charges
Express Mail/Shipping Fee
Internet Access Fee
Other Expense
Permit Fee
Supplies
Tips
Tours/Business Only
Add Mileage
To add mileage, use the calculator icon located on the Mileage expense line under Transportation. The Mileage Estimate page will display. Enter your estimated roundtrip mileage. Mileage is calculated from duty station or home, whichever is closer, to the business destination and return. Do not include personal mileage.
Add Per Diem Meals
To add meals, use the calculator icon located on the Meals expense line under Conference Fees & Meals. The Meals Estimate page will display. Remove any meal included in a conference fee, workshop fee, lodging fee, etc., which is predetermined and can not be excluded, by checking the appropriate boxes under Exclude Breakfast, Exclude Lunch, or Exclude Dinner.
Add Comments to My Estimated Expenses
Within My Estimated Expense, comment boxes are located next to each expense. To enter a comment, type in the comment box and click Save (located at the bottom of the authorization page) to capture your comment. To add another comment, simply type over the existing comment and click Save. Any comments placed within these boxes will be recorded in Comment History. Use the conversation bubble icon to access the Comment History for an expense line.
Add Other Expenses
To add an expense not identified within Transportation, Lodging, or Conference Fees & Meals, add the Other Expense category to gain access to additional expenses not already provided. Check the box next to Other Expenses to expand the section. An expense row will be added. Select an expense from the Description dropdown listing and enter your Estimated Amount. Use the icon to add additional expense rows.
Add Special Authorizations
As you add travel details and expenses, the Special Authorizations section will check the boxes next to the special authorizations that apply to your travel. For example, when mileage is entered, the Use of Personal Vehicle box self-checks. Some Special Authorizations must be manually checked, such as Attendants for Handicapped Employees. Review this section before finalizing the authorization.
On the Authorization, upload any relevant documentation that you may have prior to travel. This may include conference agendas, Third Party/Non-commercial lodging approval, email communications, etc. These documents will appear on the reimbursement.
If you have multiple files to attach, use the + icon to add additional Upload Document links.
Use the blue information icon to access upload information below.
The project initially displayed within the Project ID box is the default project established under the traveler’s profile. To establish your traveler profile review TC.1.3.
To change the project, type into the Project ID field the number of the project you would like to use or select the icon to access all of your available projects.
The project can be changed by the traveler, the proxy, or any of the approvers.
The project directs which funding approvers are inserted into the approval workflow
If the document has been routed for approvals, changes to the project by anyone other than a funding approver will restart the approval workflow from the beginning.
How to Split Funding
Use the + sign icon to add a new row. The system will insert an additional row. Enter the second project on the second row and indicate the amount for that project.
Once you are satisfied with your authorization and ready to submit it for approval, click the Submit for Approval button. If not, you can Save the authorization and submit it later.
Approval routing is dependent upon the details of the authorization and the business processes of a college or department, below is the possible workflow of a Travel Authorization.
Within the workflow, Supervisor and Funding approvals are required for ALL travel authorization processi
Login to the MyPack Portal.
Go to Employee Self Service Homepage.
If you are an advanced financial system user, you may access the Travel Center tile through the Financials System Homepage.
Go to The Travel Center tile.
The name displayed next to Traveler will be your name.
If you submit travel authorizations on behalf of another employee user, use the drop down arrow next within the Change Traveler field to select your traveler.
Under Recent Requests, find the Authorization ID for the travel you are requesting reimbursement. The Authorization Status of should indicate Approved. If not, contact the appropriate approver to review/approve your authorization.
If the authorization is approved, click on the blue Create Reimbursement link. You will be directed to the travel reimbursement entry page.
Complete and/or review the following fields.
Supervisor: The supervisor entered on the authorization will display. To designate another supervisor, enter the unity ID of that employee into the Supervisor ID field. If you do not know the supervisor’s unity ID, use the magnifying glass icon to locate the ID.
Show Traveler Details: Clicking the Show Traveler Details link will expand the Traveler Detail section.
Employee, Student, and US Citizen status will be visible.
If processing an employee reimbursement for expenses which require non-employee account codes, uncheck the box next to Employee. The system will change the account codes to non-employee codes. Only approvers can uncheck the employee box.
Verify the traveler’s address. Use the magnifying glass icon to look up additional addresses and make any changes if necessary.
The system will display the last four digits of the traveler’s banking information. If listed, this is an indicator that the traveler will receive a direct deposit of their reimbursement. If it is not listed, the payment will be made via check.
If there is a business need to process a manual check and have it available for pick-up, check the box next to Hold Check for Pickup in the Controller’s Office and designate a person to pick-up the check within the Comments field under Basic Travel Details. The Controller’s Office will call that individual when the check is available for pickup.
Travel Summary: Printable Summary of the Travel Reimbursement. This will display once the Reimbursement is saved.
The Basic Travel Details listed on the authorization will display on the reimbursement. Review this information for accuracy.
Adjust the Begin Date and End Date to correspond to the actual details of the trip.
Enter the travel times that correspond to the actual details of the trip.
Review the Authorization Comments, click the white triangle located next to Authorization Comments within the gray bar.
**Provide a conversion for any receipt not in U.S. dollars. Use the Currency Converter link to access a currency conversion website.
Enter your out-of-pocket expenses within the Reimburse Me columns.
Amounts from the travel authorization will be listed under the Authorized Amount column.
Any prepaid expenses will also display under the University Paid column, but only if the PCard transaction is reconciled or a small purchase voucher is paid. Prepaid expenses must reference the authorization number for the corresponding travel. To add a university prepaid expense not displayed, see instructions within TC.1.5.
**Do not request reimbursement for any expense that has been or will be paid by the University.
My Out-of-Pocket Information Icons within My Out-of Pocket Expenses
Within the My Estimated Expenses section, blue dot icons are placed next to each expense. These links direct you to policy and procedure information directly related to the expense. For example, when you click the blue dot icon located on the lodging expense line, you will be provided policy information related to lodging.
My Out-Of-Pocket Expenses: Adding Comments
Comment boxes are located next to each expense under My Out-Of-Pocket Expenses. To enter a comment, type in the comment box and click save at the bottom of the page to capture your comment. To add a new comment, simply type over the existing comment and hit save.
Any comments placed within these boxes will be recorded in Comment History.
Use the conversation bubble icon to access the Comment History for an expense line.
Add Reimbursable Business Mileage
To add mileage, use the calculator icon located on the mileage expense line under Transportation. The mileage calculation page will display. Enter the actual roundtrip mileage.
Add Reimbursable Meal Per Diem
To add meals, use the calculator icon located on the meals expense line under Conference Fees & Meals. The Meals Calculation page will display.
Exclude any meal included in a conference fee, workshop fee, lodging fee, etc., which is predetermined and can not be excluded, by checking the appropriate boxes.
Check the box located within the red area to certify the meal expense.
All travelers must certify that the expenses claimed for a business purpose and that they have not received prior reimbursement, nor do they anticipate other reimbursements for the amounts claimed. The traveler will certify their expenses within the Travel Reimbursement. Only the traveler can certify their expenses. If a proxy user enters a reimbursement for a traveler, the traveler will receive an email with a link to the reimbursement. The link will direct them to the portal where they will access the reimbursement to certify their expenses.
Add documentation that will support your reimbursement claim. The Travel Center includes two options to attach documentation.
Upload a Document to the Travel Reimbursement
As expenses are entered into the Reimburse Me column, Upload Receipt links are inserted into the My Receipts/Documents section. This provides an indication of the expenses that require documentation to support reimbursement of the expense.
Supported document types include JPEG, TIF, and PDF.
Multiple documents can be uploaded using the Multiple Receipt Categories upload link.
Scan a Document to the Travel Reimbursement the via Wolf Copier
Print a barcode page and place on top of receipts or supporting documentation.
This option requires a Wolf Copier.
A list of common expenses and the documentation that can be used to support the claimed amount
Common Expense
Documentation that can be used to Support Claimed Amount
Mileage
Mileage Log
A map of the route to affirm the trip mileage.
Per Diem
If attending a conference or other paid event, include the conference agenda to validate the per diem meals claimed. Per diem may not be claimed for meal periods included as part of the event.
Lodging
Reimbursement of lodging costs, whether in-state, out-of-state, or out-of-country, must be documented by an original receipt of actual lodging expenses from a commercial lodging establishment. The original receipt must provide evidence of:
the claimant as the traveler,
the travel dates,
the room rate and taxes,
a final itemized billing of the lodging expenses incurred, and
the name and address of the lodging establishment
Event Registration
A paid itemized receipt of the event registration
The registration form
Expenses In a Foreign Currency
A paid itemized receipt of the expenses and if paid with a credit card, include the credit card statement with any personal information removed.
A paid itemized receipt of the expense and If paid with cash, include a print out from a foreing currency converter affirming how much the purchase would have been in USD on the date of the purchase.
Excess Meals while Traveling Out-of-Country
A paid itemized receipt of the meal expense
Include currency conversion.
The project initially displayed within the Project ID box is the project from the Travel Authorization.
To change the project, type into the Project ID field the number of the project you would like to use or select the icon to access all of your available projects.
The project can be changed by the traveler, the proxy, or any of the approvers.
The project directs which funding approvers are inserted into the approval workflow
If the document has been routed for approvals, changes to the project by anyone other than a funding approver will restart the approval workflow from the beginning.
How to Split Funding
Use the + sign icon to add a new row. The system will insert an additional row. Enter the second project on the second row and indicate the amount for that project.
Below is the possible workflow of a Travel Authorization. The workflow is dependent upon the details of the reimbursement and the business processes of a college or department. Within the workflow, Supervisor, Funding, and Travel Audit approvals are required for all travel reimbursement processing.