ProMaster User Guide For Travel Expense Allocations
Contents
1. Number of Transactions that are being disputed with the Bank a a Dispute Resolved Number of Disputes that have now been resolved Draft Travel Number of Travel Plans that have been created and saved not submitted or sent back from an Approver for query Compliance Review Part of the workflow into Finance if required e g Approval for Private Vehicle Review Travel Allows the Travel Coordinator Administrator to be alerted that travel is now Approved and ready to be booked I Unapproved travel Travel that is awaiting Approval from a Supervisor y Management Approval Can accommodate an additional Approval for other Supervisors if required y Executive Review For the purposes of Approving International Travel at a higher level than normal e g Deans etc rs Approved Travel Travel Plan has been Approved o Completed Travel Travel has been completed and the Plan has been reconciled S Cancelled Travel Travel Plan has been cancelled prior to any financial transactions being attached o Archived Travel Travel plan has been fully reconciled and has now been finalised Attach all relevant documentation e g Tax invoices Receipts etc lew Additional information is required as prompted 5 Page After logging on to ProMaster the Home Page appears Information presented or functions available differ depending on your access rights as a u2. but can also Review Submit to Supervisors as part of the workflow process Supervisor Will Approve Travel Plans and other transactions in accordance with the Delegations Authorities Management Review An additional Approver role within the workflow Executive Review An additional Approver role within the workflow 6 Page Within the ProMaster system there are numerous ways to attach the invoices to the Trip Plans lt is recommended that you create a folder in the S Drive for you to store your scanned invoices and any relevant documentation appropriately labeled This allows for other personnel to undertake your reconciling should the need arise This also makes it easy to pick up the scanned file as an attachment Please do not use Tif or Gif files The file needs only to be attached to the Travel Plan TP once There Is no need to attach the file to each expense transaction as required in the past From the Home page use thecTravel Tab and search for your TP s or if your plans are current they may be on your ho Home Travel Reports Profiles Paul McLeod Account Holder Search Parameters Travel Date From 13 04 2012 To 13 07 2013 L Draft Travel L Archived Travel F Compliance Review G C Review Travel r luna pproved Travel F Management Approval LJ Executive Review F Approved Travel 3 LJ Cancelled Travel CJ Completed Travel Trip Number he OOOO O _ E stoy e ea ee ype Statu
3. 30 01 2012 Itinerary 1 Totals 670 31 734 50 818 06 5 32 00 8 02 2012 inerary 2Sydney New South Wales SYD WaggaWagga New South Wales WGA mos Ma ke i 4 l ice oho r oe oA roi Yellow Cabs Step 4 e Click Submit All or Submit the entry individually by clicking on the Green Arrow Delete Actions The status of the transaction will change from Waiting Accountholder to Private Remittance for Finance to check and approve This will then be processed overnight to your nominated Bank Account Step 5 Once you have Submitted Click Attach Txns Claims to go back to your Travel Plan on the previous screen for further processing if required or Click the Home at the top of the screen to go back to your Home Page If you have not already done so please attach the tax invoices receipts to the relevant travel plan to substantiate the expenditure 14 Page Create Mileage Allowance Claim Step 1 Click Create Mileage Allowance Claim Search Allocate Link to Travel Plan Create Quick Claim Create Mileage Allowance Claim Transactions Claims to Attach Step 2 Complete the relevant information on the Mileage Allowance Claim screen Date Defaults to current date do not change Description Enter a brief description e g Reimburse Private Kms Actual Distance Travelled Enter the actual distance you have travelled as opposed to the estimate that you ente
4. Group General ype Return also wish to meet with the Voyager Manager in sydney to discuss some issues whilst in Transactions Claims to Attach Eae Type Merchant Name Amount Date 4 VISA INLOGIK PTY LTD 6050 00 23 01 2012 VISA TOLL TRANSPORT PL 66 00 01 02 2012 VISA TENDERLINK COM 591 25 03 02 2012 WOOO Sydney gt ie VISA THE BLUE POD COFFEE CO 200 00 06 02 2012 Itinerary 1WaggaWagga New South Wales WGA Sydney New South Wales SYD SA AVIS RIVERINA 145 35 14 12 2011 Daie cinder Alloqa _ VISA QANTAS 1500 66 20 12 2011 1Air Travel 03 05 2011 10 00Airline BF Class BF F t VOYAGER TRAY 65 00 16 01 2012 2Hotel Stay 03 05 2011 Hotel Mantra Room Standard Roo 373 83 i F VISA QANTAS 2068 53 17 01 2012 3Incidental 03 05 2011 Incid BREAKFAST Inc Desc Breakfast while trav 6 80 50 00 680 O m WAFA ATC DIVEDTINA 42614 18 91 7917 Step 4 You can only match one transaction at a time Click on the Link Expense To Travel Plan Button located at the top on the right hand sid Search Allocate Link Expense to Travel Plan Create Quick Claim Create Mileage Allowance Claim Transactions Claims to Attach Select Type Merchant Name Amount Date A ne mw TR eT oe TT CACM mt Ad Wit SS Continue with Step 3 and Step 4 until you have Attached all of the transactions relating to the Travel Plan They appear to have disappeared but you have not finished 10 Page Step 5 Once
5. you have completed the Attaching process for all of the transactions relating to the Travel Plan Click on the ALLOCATE Button Search Allocate Link Expense to Travel Plan Transactions Claims to Attach Select Type Merchant Name Amount Date A TARAA THI ae Tk oa TT cnc hm ITA Wit This is your last opportunity to check that the transactions are correct and ready to be processed to the Banner Finance System You are able to Edit the information by Clicking the Edit Pencil This is where you would update the transactions for the Expense Type Entertainment for example lf you are happy with the information then e Click on the SUBMIT ALL Button and the entries will be processed into the Banner Finance System The status will change from Waiting Accountholder to Waiting GL Post OR e Submit the entries individually ky clicking on the Green Arrow Delete Actions Travel Plan Attached Transactions Claims Tip Number 143 Travel Date 26 09 20118 30 to 28 09 2011 20 00 Total Estimate 1753 20 AUD itatus Draft Travel Traveller PMCLEOD Pa McLeod Total Allocated 931 70 AUD teason for Travel Attending the BTTB Conference in Sydney Expense Group General Type Return count Type Merchant Name Date Reference ID Itinerary Type Amount Allocated Status Delete Actions J VISA visa QANTAS 16 08 2010 X0000000000000028843 1 AIR 119 70 119 70 Waiting Accountholder Oo QA j VISA Visa MINT RESORTS amp 23 08
6. 1 2012 Hotel LAWSON WAGGA Room Standar 0 00 260 00 0 00 Fi t Type ar rr A t Dai 2Incidental 30 01 2012 Incid BREAKFAST Inc Desc Breakfast while trav 0 00 50 00 0 00 O C VISA CHUNHONGR amp SPTYL 169 40 12 01 3Incidental 30 01 2012 Incid LUNCH Inc Desc Lunch while travelling 0 00 50 00 0 00 0O O VISA CHUNHONG R amp S PTY L 85 80 12 01 4Incidental 30 01 2012 Incid DINNER Inc Desc Dinner while travelling 0 00 80 00 0 00 5Vehicle Hire 30 01 2012 14 00Rental Co PRIVATE VEHICLE Class 0 00 0 00 0 00 A 2 Transactions Claims available to Attach Itinerary 1 Totals 0 00 440 00 0 09 tinerary 2WaggaWagga New South Wales WGA Tarrawingee Victoria TAA Date Description Allocated Estimated Att thed 1 Vehicle Hire 01 02 2012 16 00 Rental Co PRIVATE VEHICLE Class 0 00 0 00 0 00 O Itinerary 2 Totals 0 00 Of Select the Button Create Quick Claim Searcn Nocate Link to Travel Plan lt _ Oe q Create Quick Claim Create Mileage Allowance Claim Transactions Claims to Attach 12 Page Step 2 Complete the relevant information on the Quick Claim screen Date Defaults to current date do not change Description A brief description of the expense must be entered Merchant The name of the merchant the expense relates to eg City Rail Expense Category Choose the relevant expense category that your expense relates to Price Enter the value of your claim including GST if applicable Currency Defaults to AUD For
7. 2010 x0000000000000028849 1 ALLOWANCE 695 00 695 00 Waiting Accountholder F Q ew Attach Txns Claims Submit All Lom Step 7 Once you have Submitted Click Attach Txns Claims to go back to the previous screen to do further actions if required or Click the Home at the top of the screen to go back to your Home Page to process further transactions against other approved Travel Plans If you have not already done so please attach the tax invoices receipts to the relevant travel plan to substantiate the expenditure 11 Page Create Quick Claim For any Out of Pocket Expenses associated with your Travel Plan you have the facility to Create Quick Claim at the same time that you are processing your transactions NB This applies to expenses paid for out of your own pocket NOT those that have been charged on your Corporate Visa Card Step 1 Travel Plan Itinerary Search Transactions Claims Trip Number 35 Travel Date 30 01 2012 14 00 Total Estimate 440 00 Account Merchant Status Approved Travel Traveller HTIMMA Total Allocated 0 00 Reason for Travel rage planning Expense Group General Type Return Search Allocate Unkto Travel Plan inerary 1Tarrawingee Victoria TAA WaggaWagga New South Wales WGA CH wn Create Quick Claim i Mileage Allowance Claim Date are aa Allocated Estimated Attached Select Tronszctuns Claims to Attach iHotel Stay 30 0
8. 8 01 30 01 2012 Itinerary 2Sydney New South Wales SYD WaggaWagga New South Wales WGA aT Yelow Cabs 32 00 08 02 2012 Date Desciption Allocated Estimated Attached Select Step 4 e Click Submit All or Submit the entry individually by clicking on t Green gt Arrow Delete Actions The status of the transaction will change from Waiting Accountholder to Private Remittance for Finance to check and approve This will then be processed overnight to your nominated Bank Account 16 Page Step 5 Once you have Submitted Click Attach Txns Claims to go back to your Travel Plan on the previous screen for further processing if required or Click the Home at the top of the screen to go back to your Home Page If you have not already done so please attach the tax invoices receipts to the relevant travel plan to substantiate the expenditure 17 Page Allocations Editing Transactions Prior to Submitting All transactions to the Banner Finance System it is possible to edit transactions where further information is required e g Entertainment Step 1 Click on the Edit Pencil nalete Actions Oo Qe Travel Plan Attached Transactions Claims Tip Number 143 Travel Date 26 09 201108 30 to 28 09 2011 20 00 Total Estimate 1753 20 AUD itatus Draft Travel Traveller PMCLEOD Paul McLeod Total Allocated 931 70 AUD teason for Travel Attending the BTTB Conference in Sydney Expense Gr
9. CONFERENCE Conference Fe Ens e94 faso ooo CONSUMABLES Other Consum Line No Description Delete Action COURIERS Couriers and Fi Expense Type Currency Rate Price Tax Code Invoice No Net Tax Gross ENTERTAINMENT Entertainment ENTERTAINMENT GEA a isiss000 mass 181 59 ETAG Etoll for CSU Ve Fund Org Account Program FUEL Petrol Oil amp Lu ae pg Total GROCERIES Groceries for F MEALS DAY TRIPS meals Day Trip MEALS OVERSEAS Meals on cards MEAIC ON CADNCG e RR an Carne 18 Page Step 3 Once your editing is completed Click Save Step 4 e Click Submit All or Submit the entry individually by clicking on the Green Arrow Delete Actions This will then be processed overnight to your nominated Bank Account Step 5 Once you have Submitted Click Attach Txns Claims to go back to your Travel Plan on the previous screen for further processing if required or Click the Home at the top of the screen to go back to your Home Page If you have not already done so please attach the tax invoices receipts to the relevant travel plan to substantiate the expenditure 19 Page
10. Overseas Claims please forward to the Travel Office to process Tax Code Defaults to GST If your claim is under 82 50 inc GST then you can claim the GST credit however if your claim is over 82 50 inc GST you MUST have a legitimate Tax Invoice to claim the GST credit Net Defaults from the value in Price Tax GST value Gross Total value of your claim 5 5 D Date 16 09 2011 Description Taxi fare from Airport BEL eli i This is an example of a completed Expense Category TAXI TRAIN BUS claim Fri ii Click op SAVE and the claim will a appear at the bottom of the Tax Code allocations list under the Visa Net Transactions if you hold a Visa Card Tax Gross Depending on the number of transactions you have the claim will sit at the bottom the Transactions Claim to Attach area on the right hand side You may need to scroll down and locate the Claim which will show as an icon 13 Page Step 3 Match the claim to the relevant expense estimate on the left hand side previously detailed in Steps 3 to 6 above A summary of this is below Match the Claim to the estimated expense Click on the Link Expense to Travel Plan Button Click on the Allocate Button Travel Plan Itinerary Search Transactions Claims ip Number 11 Travel Date 03 05 2011 10 00 Total Estimate 913 20 tatus Approved Travel Traveller PMCLEOD Total Allocated 818 06 aan om Search Allocate Link Expe
11. PEN Search Allocate Link Expense to Travel Plan Voyager Travel is Create Quick Claim Create Mileage Allowance Claim funding the Conference fee of 845 00 CSU Transactions Claims to Attach Reason for Travel ee Expense Group General Type Return C VISA AVIS RIVERINA 145 35 14 12 2011 also wish to meet with O VISA QANTAS 1500 66 20 12 2011 the Voyager Manager VISA VOYAGER TRAVEL 65 00 16 01 2012 in sydney to discuss some issues whilst in O VISA QANTAS 2068 53 17 01 2012 Sydney C VISA AVIS RIVERINA 62 51 18 01 2012 inerary 1WaggaWagga New South Wales WGA Sydney New South Wales C E VISA REGIONAL EXPRESS BSP 180 10 18 01 2012 Date Desaiption Allocated Estimated Attached Select 1Air Travel 03 05 2011 10 00Airline BF Class BF 178 70 165 50 2 326 44 E VISA REGIONAL EXPRESS HOLD 3 76 20 01 2012 2Hotel Stay 03 05 2011 Hotel Mantra Room Standard Roo 373 83 31400 37383 J F VISA AVIS RIVERINA TAMI THERM 3Incidental 03 05 2011 Incid BREAKFAST Inc Desc Breakfast while trav 6 80 50 00 680 E SASE en SFERI 4Incidental 03 05 2011 Incid LUNCH Inc Desc Lunch while travelling 25 50 25 00 25 50 D VISA WOTIF COM PTY LTD 40295 2401 20125 SIncidental 03 05 2011 Incid DINNER Inc Desc Dinner while travelling 28 70 80 00 3 a Cee a re GIncidental 03 05 2011 _Incid TAXI TRAIN BUS Inc Desc Local Taxi 56 79 00 00 3 56 79 TT EE VISA AVIS RIVERINA 70 07 27 01 2012 Itinerary 1 Totals 670 31 73456 818 06 i F VISA AVIS RIVERINA 7
12. ProMaster User Guide For Travel Expense Allocations Reconciliations Wh Charles Sturt University Paul McLeod Account Holder Charles Sturt University Outstanding Tasks ro New Actions No Tasks found g Create Out Of Pocket Expense G create Travel Plan Outstanding Transactions Expenses Travel Plans Date Merchant Amount Actions VISA 12 12 2011 AVIS RIVERINA 145 35 Q VISA 17 12 2011 QANTAS 1500 66 Qy VISA 15 01 2012 QANTAS 2068 53 Qy VISA 16 01 2012 AVIS RIVERINA 6251 Qye VISA 16 01 2012REGIONAL EXPRESS BSP 180 10 Qye VISA 16 01 2012 VOYAGER TRAVEL 65 00 QSA S VISA 18 01 2012REGIONAL EXPRESS HOLD 37 Qy VISA 19 01 2012 AVIS RIVERINA 5 08 Qye VISA 19 01 2012 AVIS RIVERINA 6 10 Qye VISA 20 01 2012 INLOGIK PTY LTD 6050 00 QA 2 not displayed Date Merchant Amount Actions VISA 12 12 2011 AVIS RIVERINA 145 35 QIX Date g 03 05 2011 Attend BTTB Conference Sydney Voyager Travel is funding the Conference fee of 845 00 CSU costs are airfares accom meal taxi I also wish to meet 913 20 Q Ca B with the Voyager Manager in sydney to discuss some issues whilst in Sydney l a 19 09 2011 Travel to Albury to conduct Delegations training and Travel Approver training with Darrell Martin Darrell has organised the car 25 00 Q B g 20 09 2011Travel to multi campus for Delegations training and Approvals Canberra Goulburn manly Homebush Bathurst Orange Dubbo 793 00 Q QB
13. e Transaction Count for you as Account Holder S J w E w 490 yJ 0 0 12 1 13 0 922 0 0 3 1 0 7 Disputed Dispute Waiting Waiting Waiting Waiting GL Posted Draft Unapproved Approved Completed Cancelled Archived Resolved Accountholder Accountholder Approval Post Travel Travel Travel Travel Travel Travel Transactions Expenses 1 Page Table of Contents Who do contact with My QUESTIONS cccecceceeceeceeeeeceeeeeeaeeeeseeeeesaueeesaneeeseueessaees 3 POW OO l 1OG 1 10 PFOMASIONS rpn E 4 VV Fam GOsalll TIS ICONS Mean eat ere terres anos eel aa a seas niet Meteor erecta y se 5 Whatis the Home Page TZ scziecicintanscueeuanane aac detec labo alee iiaedenandiideieteeibaes 6 All ADOUT SCANNING tos cinieest cu cceecane E T How to Reconcile Visa Transactions Against A Travel Plan ccc cece eeeees 9 Mow to Create Quick CIA 2 cic cceciencaiaveeeytetedstadoien seats ohedeteaast seihievigeedl cased 12 How to Create Mileage Allowance Claim cccccccee cece eee e ee eeeeeeeeeeeaeees 15 How to Edit Allocations TranSactions cc cece eee e cece eee ee eaee seen eeeaeeeeaeees 18 2 Page For any issues with the Online Travel Planner please in the first instance email travelcard csu edu au For further information on the Travel Planner please contact 34488 Chris Schiller 322 3 Paul McLeod Please note The system is only accessible for CSU Staff who are in the HR Alesco Sy
14. hown in the screen shot below of the login dialog Please note that you must use capitals followed by the back slash located above the enter key User Guides Training Dates Back to Finance Home CONTACT US Finance Contacts Feedback SEARCH CSU enter search query A If you are trying to connect on another network at home motel etc you may need to add CSUMAIN before your log in username in the User name field Connecting to cormmoratecard csu edu au E CSUMAIN Username Remember my password 4 Page What Do All The Icons Mean In ProMaster Identifier to advise a Visa card was used for this transaction Either Purchase Card or Travel Card Saved transaction waiting to be submitted J Verify or Reconcile a Transaction a a Waiting Accountholder Transactions Number of Credit Card transactions that are waiting for the Cardholder to reconcile Waiting Accountholder Expenses Number of Credit Card transactions that have been saved and still need to be submitted Waiting Approval Number of Transactions that have moved onto the Approver for their review and action Waiting GL Post Number of Transactions that have been Approved but have not been exported to the Banner General Ledger Posted Number of Transactions that have been Approved and have been Posted to Banner and the expense will appear in the appropriate Budget ME B KKE Disputed
15. nse to Travel Plan Voyager Travel is Create Quick Claim Create Mileage Allowance Claim funding the Conference fee of 845 00 CSU Transactions Claims to Attach costs are airfares AVIS RIVERINA 145 35 14 12 2011 eason for Travel aka weal takes Expense Group General Type Return C VISA also wish to meet with Fi VISA QANTAS 1500 66 20 12 2011 the Voyager Manager VISA VOYAGER TRAVEL 65 00 16 01 2012 in sydney to discuss some issues whilst in Fi VISA QANTAS 2068 53 17 01 2012 Sydney VISA AVIS RIVERINA 62 51 18 01 2012 iInerary 1WaggaWagga New South Wales WGA Sydney New South Wales C E VISA REGIONAL EXPRESS BSP 180 10 18 01 2012 Date Desaiption Allocated Estimated Attached Select Nir Travel 03 05 2011 10 00Airline BF Class BF 178 70 165 50 2 326 44 O C VISA REGIONAL EXPRESS HOLD 3 76 20 01 2012 yotel Stay 03 05 2011 Hotel Mantra Room Standard Roo 373 83 314 00 37383 O ee a LIOFIL incidental 03 05 2011 Incid BREAKFAST Inc Desc Breakfast while trav 6 80 50 00 6 30 O F VISA AVIS RIVERINA 69 10 2301 2012 incidental 03 05 2011 Incid LUNCH Inc Desc Lunch while travelling 25 50 25 00 25 50 0 S VISA WOTIFCOMPTYLTD 40295 2401 2012 incidental 03 05 2011 Inid DINNER Inc Desc Dinner while travelling 28 70 80 00 2 7 O F VISA AVIS RIVERINA 78 99 2501 2012 incidental 03 05 2011 Incid TAXI TRAIN BUS Inc Desc Local Taxi 56 79 100 00 3 56 79 J F TOR ZIEM N 5 0 VISA AVIS RIVERIN am AV 2 V
16. o step 2 Click on APPROVED TRAVEL You can amp nly reconcile against Approved Travel Click on the SEARCH Button v PROMASTER Travel Plan Search Home Expenses travel Reports Authorities Profiles Paul McLeod Account Holder Search Parameters Travel Date From 16 06 2011 To 16 09 2012 g C cancelled Travel be F Completed Travel a 26 09 2011 Travel to Albury to attend training 90 00 og i Fd gx a 27 09 2011 142 General test movemenrt order 60 00 ol i a x a 26 09 2011 143 General Mending the BTTB Conference in Sydney 1753 20 og i P CUP a 26 09 2011 144 General Travel to Afgyry to conduct training 100 00 og i a x 760070144 154 Attend ETTR anfentns 1447 me M k ra Note the Trip Numbers Step 2 On the right hand side locate the Double Brackets for the relevant approved trip you wish to reconcile to and Click on these i Outstanding Transactions Expenses Travel Plans Wo OOL Date Merchant Amount Actions g VISA 19 12 2014 AHM 5682 03 Q 9 5 VISA 19 12 2014 AHM 5742 67 av a VISA 19 12 2014 REGIONAL EXPRESS DIR 344 61 Qr 5 VISA 22 12 2014 584699CAMPUS TRAVEL 11 13 Qr E VISA 24 12 2014 CVENT MERCHANT 3 5065 60 Q Date Merchant Amount Actions g 06 01 2015 CSU 40 00 QAX g 07 01 2015 CSU 40 00 QAX Date Purpose Trip Number UNU Actions a 30 12 2014 Test Meal Allowances 33032 365 00 ARB g 8 10 02 2015 Attend ProcureTech Conference 10 11 Feb 15 Melbourne Conf Fee waived a
17. oo Se gt Update Chances e Click on the Browse button e For the first time you will need to show the system the pathway where the scanned documentation has been stored In the future it will automatically follow the pathway directly to the S drive e Locate the relevant documentation to the TP and click This will bring the file across into ProMaster e Description Box will need to be completed eg tax invoices Requisitions e mail Pd pd e Repeat these steps if there is more than one file e Click on Update and the file s will appear like this Files Attached Desciption Flight tax inv Approval McLeod tax inv SYD BTTB pdf ProMaster Travel Plan Itinerary Report mht Misc recipts BTTB 03May11 pdf Mantra Hotel 373 83 pdf Misc receipts tax inv BTTB Mantra Hotel SYD OOOO ae Eons D Doo O Update Changes e This completes the process for this particular trip e To exitthis screen click on the Cancel Button and you are taken back to the previous screen e In ProMaster Cancel is Exit to the previous screen not exit out of the system As mentioned previously you can scan at the paperclips or look for the Attachments Button Attachments This will also take you to the same screens as outlined above 8 Page Step 1 Locate the Trip either from the home screen or through the TRAVEL Tab lf your TP is on the home screen proceed t
18. oup General Type Return ccount Type Merchant Name Date Reference ID Itinerary Type Amount Allocated Status Delete Actions J VISA Visa QANTAS 16 08 2010 x0000000000000028848 1 AIR 119 70 119 70 Waiting Accountholder J visa Visa MINT RESORTS amp 23 08 2010 x0000000000000028849 1 ALLOWANCE 695 00 695 00 Waiting Accountholder Attach Txns Claims Update Submit All Refresh Step 2 Edit the relevant details on this screen This is where Entertainment is best managed as this requires further information to be added Additionally you are able to edit the Account codes or any other information Paul McLeod Account Holder Charles Sturt University Expense Header Expense Types z Account Type VISA Visa Tax Receipt Merchant REGIONAL EXPRESS DIR Reference ID X0000000000000028852 i uaa Purchase Date 10 08 2010 Merchant Number 0 ame or Vescripuon Purpose Auto Created Travel Expense Air Leg with Travel ID 143 Transaction Date 10 08 2010 Leg 1Line 1 Type AIR Transaction Amount 363 18 Search D Waiting Accountholder a Transaction Attached Type Descaiption amperes BOORG AEEAACH EN ifoois naca 1 Trip 143 For PMCLEOD On 26 09 2011 F CARHIRE DBoomestic car Expense Type Currency Rate Price Tax Code Invoice No Net Tax Gross CATERING Catering and ir TRAVEL DomesTic AUD 1 181 59000 GsT 165 08 16 51 181 59 CATERING OFF CAMPUS catering consu Fund Org Account Program
19. red when completing the Travel Plan Expense Category Defaults to Private Car do not change Rate Defaults to the current CSU rate for Private Km Reimbursements do not change Tax Code Defaults to NOGST do not change Net Defaults to the value of your claim from the Kms x the Rate Tax Defaults to zero do not change Gross total value of your claim Mileage Allowance Claim Date 16 09 2011 Description Reimb Pvt Kims Actual Distance Travelled Expense Category Rate 5 Tax Code Net Tax Gross Click SAVE 15 Page Depending on the number of transactions you have the claim will sit at the bottom the Transactions Claim to Attach area on the right hand side You may need to scroll down and locate the Claim which will show as an icon Step 3 Match the claim to the relevant expense estimate on the left hand side previously detailed in Steps 3 to 6 above A summary of this is below Match the Claim to the estimated expense With Private Klms claim you may need to select twice ie the forward leg and return leg in the Approved Travel Plan to cover the total kims claimed Click on the Link Expense to Travel Plan Button Click on the Allocate Button Travel Plan Itinerary Search Transactions Claims Trip Number 11 Travel Date 03 05 2011 10 00 Total Estimate 913 20 Account all ase Merchant Status Approved Travel Traveller PMCLEOD Total Allocated 818 06 ascarid
20. s Date Trp Number Expense Group Purpose Amount Actons a A 18 05 2012 1058 General Travel to Albury with Dallas Tout Lesley Walker to conduct Q amp A 25 00 og tHE i session on AP Purchasing and Travel Planner 21 07 2012 839 General Travel to Gold Coast to attend the AUPN Conf Fee fully funded by 662 00 og tHE i scholarship from AUPN for 1000 00 to be invoiced after event CSU g Ea providing funding for accom for three nighst only All other costs are mine Addition of accom in Port Macquarie for training at Campus 18 04 2012 534 General Attend Introduction to Procurement training course in Melbourne 28214 og a i cost of training 1980 00 is fully funded by the AUPN Invoice to be ea a raised after completion of course CSU to fund accommodation and meals I will take my own Novated Lease at No Cost to CSU Courses on Thu and Fri 0830 to 5 00pm both days ea 05 06 2012 1381 General test Supervisor email 200 00 Or i a 30 04 2012 774 General test workflow for same day tvl 24 00 og i j Travel Plans found to the value of AUD 3792 00 On this screen you will notice that that a paperclipyis sitting there on the far right hand side with the other action icons q gE d Click on the paper clip and it will display on screen called File Attachments 7 Page we PROMASTER File Attachments Help Paul McLeod Account Holder Charles Sturt University Files Attached eee eee Files to Upload aa Desaiption File Oo
21. s Hosted Buyer 32943 899 00 q gB RT OQ SCX 1753 20 On i P COP i 100 0 Q J PRX 11320 Q 9 PDX 1773 20 og i P cF i 9 Page Step 3 After clicking on the double brackets your screen should look like the screen shot below you have in effect 2 screens in one On one side is your Approved Travel Plan and on the other side are your Visa transactions your quick claims or KIms Mileage Allowance Claim select the transaction relevant to your Travel Plan from the right hand side by putting a tick in the Select box Ensure that it is the correct and relevant charge for the Travel Plan yo are reconciling select the relevant estimated cost on the left hand side corresponding to the transaction by putting a ticK in the select box ie an airfare transaction should be matched to the corresponding airfare estimate For a return airfare it is possible to match one transaction to Roth legs therefore place a tick in both airfare estimates The system will split this into each feg A Search Transactions Claims Travel Plan Itinerary Trip Number 11 Travel Date 03 05 2011 10 00 Total Estimat 913 20 Account All v Merchant Status Approved Travel Traveller PMCLEOD Total Allocated NL8 06 Attend BTTB z Conference Sydney Voyager Travel is Create Quick Claim Create Mileage Allowance Claim funding the Conference fee of 5845 00 CSU Reason for Travel ral gai I Expense
22. ser Menu Tabs Displayed on the top of every page to allow single click access to expenses transactions reports authorities profile details the online help and logging off Click To Open the Home Page Open the Expense Search page Visible only if the user has Accounts or is eligible to view expenses Enterprise Controller only able to view expense details Open the Transaction Search page Account Holder able to administer transactions Enterprise Controller only able to view transaction details Open the Transactions by User report page User able to generate several reports including exporting data to Excel Open the User Authorities page User able to change their authority or assign their authority to others Open the Profile Detail page Open the Document Control page Account Holder able to manage expense documentation currently not in use Open the help to provide even more detailed assistance Log the user out of ProMaster gt Quick Link Provides quick access to any relevant forms e g Lost Receipt Declaration etc Account Holder Can be either an Account Holder Traveller You do not necessarily have to hold a Corporate Card to be an account holder or Traveller Travel Coordinator Can make Travel Plans amp Bookings on behalf of other Staff Travel Administrator Can Make Travel Plans amp Bookings on behalf of other staff
23. stem For guests and students please use the paper travel authority order and have this approved via the appropriate Approver To check who the appropriate Approver is use this link https cms csu edu au division tinserv staff policies o_autho_signatories 3 Page Your ProMaster Log on and password is synchronised to your CSU Log on that is it is the same Click on the hyperlink http www csu edu au division finserv promaster and you will be taken directly into ProMaster logon screen Once you are on this screen click on the link and it will take you directly to ProMaster you may have to type in your CSU log in and password again if required CSU HOME CSU NEWS LIBRARY FOR STAFF MY CSU CONTAC CSU Division of Finance 9 CHARLES STURT WY UNIVEA SITY ProMaster Expense Management ProMaster is a sophisticated expense management software solution t t Charles Sturt i University has selected to meet its expense management needs PROMASTER LOGIN TO PROMASTER ProMaster Home ANZ Travel ca PROMASTER ANZ Purchase Card Forms FAQs Contacts Travel Policy Purchasing Policy External Network Access See Staff accessing ProMaster from outside the CSU network that being home access locations that do not access CSU network or when using the netdirect feature will have to provide their CSU sik eee EE username and password You are required to qualify your username by including the CSUMAIN domain as s
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