Travel Reimbursement System – Entering Expenses for an International Trip

Travel Reimbursement System – Entering Expenses for an International Trip


Welcome to this video on the Travel Reimbursement
System. Over the next several minutes we will discuss
how to enter your trip expenses for an international trip. Many of the steps are the same as those in
a domestic trip, and are discussed in a separate video found at travel.berkeley.edu/domestictrip. In this video, we will focus our attention
on what makes preparing an international travel expense report unique. Let’s get started. To bring up the Travel Reimbursement System,
point your browser to https://reimburse.berkeley.edu. Make sure you include an “s” after http. Then, click the Go button and authenticate
using your CalNet ID. Next, select the link labeled “Create New”. Spend a moment and read these general instructions
closely. And when you’re ready to start preparing your
report, click the button labeled “Let’s Begin”. You begin at the Traveler Information page. This is where you identify your affiliation
with the university and select a Preferred Approver. Once you submit your report, this approver
receives an email notifying them that your travel report is awaiting their approval. If you get stuck along the way, try the “Help
for this page” link. It’s a great resource with answers to many
frequently asked questions. Once you’ve completed this page, click “Save
& Continue”. Next comes the Trip Information page. Here is where you enter specifics about the
trip such as the business purpose for each leg of the trip, duration, number of stops,
and destinations. In the Trip Destination field, type the city
and country of visitation and in the adjacent pull-down menu, select “International, or
Off Shore US”. Alaska and Hawaii are classified as Off Shore
US. Complete the rest of this page by entering
the dates and times as prompted and click Save & Continue. If your trip had more than one leg, you will
be asked to enter information about the subsequent legs. Otherwise, you will advance to the Location
Expenses page. This is where you start entering your actual
expenses for the location listed at the top of the page. Each time you enter an expense, click the
green “Save This Expense” button to add it to your report. If any of these receipts were paid in a foreign
currency, you will need to convert the receipt amount into US Dollars first. If you used a credit card to pay for the expense,
then you should be able to find the amount converted to US Dollars on your credit card
statement. Otherwise, the system provides a link that
takes you to a website with a currency calculator. Once you’ve entered all your transportation
and miscellaneous expenses in US Dollars, click Save and Continue. You are now on the Special Circumstances page. This is where you’ll find the most significant
change from entering expenses for a domestic trip. When traveling internationally, UC policy
sets a maximum daily amount that can be spent for meals, incidentals and lodging. That daily maximum is based on US federal
rates for cities and regions around the world. To begin, use the federal rate link on this
page to search for the rates for each destination of your trip. This link takes you to a web page managed
by the U.S. State Department. Go to the “Outside CONUS” section and select
the country you visited. Next, from the Published drop-down
menu, pick the time period you were at that location. Also, if your trip exceeded 30 days, check
the box next to “Flat Rate per Diem for TDY over 30 days”. Once everything is set up, click the “Calculate”
button. Locate your city destination. If you can’t find it, use the Per Diem rates
for “Other”. Now write down the maximum lodging, meals
and incidentals amounts for that region. This is the maximum US dollar amount you may
be reimbursed per day for these expense types. When you’re done, go back to the Travel Reimbursement
System. Enter the Per Diem values you pulled from
the State Department website. In the Meals and Incidentals field make sure
that the value you enter is the sum of federal rates for those items. Now you may choose an expense reporting method. The Actual, itemized method allows you to
specify exactly how much you paid for meals, incidentals and lodging on each day you were
on business travel status. The Per Diem method allows for a flat daily
reimbursement rate that can be less than or equal to the federal rate. Indicate the reimbursement method from the
drop down menu. No matter which method is used, you should
not request reimbursement for more than you paid. Also, keep in mind that the method you select
must be used through this report for all destinations. Next, read the Special Circumstances section. If any of the situations apply, check the
appropriate box and enter an explanation. If there are no special circumstances, select
the box that no Special Circumstances are being reported. When you’ve completed this page, click Save
and Continue. If you used the Per Diem expense reporting
method, the Daily Expenses page calculates the amount you will be reimbursed for your
Meals and Incidentals as well as your Lodging. Keep in mind that in compliance with IRS rules
the system prorates these amounts in quarter day intervals. The pro rate is based on the dates and times
you entered on the Trip Information page. Click Save and Continue to move on to the
Totals page. Now suppose that during the previous step
you selected the Actual Itemized expense method. In that case, the Daily Expenses page would
look like this. Here you would enter each of your daily meal
and incidental expenses in US Dollars. Do the same with your lodging amounts as well. Be aware that you will not be reimbursed beyond
the daily maximum amount for each day. Also, the first and last day for that destination
may be prorated depending on the dates and times you entered on the Trip Information
page. When you’re done, click Save and Continue
to advance to the Totals page. The Totals page displays your full reimbursement
amount and subtotals your expenses according to the General Ledger account-type. If there is a reason you want to reduce the
reimbursement amount, select the “Reduce Reimbursement Amount” link. Now it is time to allocate your expenses to
a funding source. Do this by clicking the “Choose Account Type”
pull-down menu. Pick out an account type. In this example, we’ll start with airfare. See how the amount that falls under that GL
Account is automatically entered into the Amount field. This amount is editable in case you want to
split the expense across multiple funding sources. Now indicate which funding source you wish
to use. You can choose a chartstring that you saved
to your profile or enter a new one entirely. If this is your first time using the Travel
Reimbursement system, you will need to enter a new chartstring. Notice how the system automatically fills
in the Account chartfield for you based on the account-type. If you are unsure which of the remaining chartfields
you wish to use, you can always click Save and Continue and return to this expense report
later. In this example, we already have determined
which chartstring to use. You are encouraged to enter a nickname for
each chartstring. This makes it each to identify which chartstring
to use the next time you log into the system. Chartstrings are saved to your profile by
checking the “Save this chart string to my profile” box. Once you’ve matched an account type with a
chartstring, click the green “Enter Expense Distribution” button. If need to split your trip expenses among
multiple chartstrings, for example between a department and a grant fund, then just repeat
the process but enter another chartstring as your funding source. Notice how the system tells you the remaining
dollars that remain unallocated. Continue allocating your expenses to a chartstring
until the Amount to Distribute reaches zero. From the Submit page, click “Submit report
to the Home Department Approver.” It’s also important that you follow the
instructions to submit your receipts and backup documentation. That’s it. Anytime that you wish to view the status of
your reimbursement request, go back to the Main Menu and select Track Reports. This concludes this video. If you have questions or need assistance,
please see more information about the reimbursement process on our website at travel.berkeley.edu. You may also email the accounts payable office
at [email protected] Thank you for taking the time to watch this
video.

Leave a Reply

Your email address will not be published. Required fields are marked *