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ProMaster Online Travel Planner

1. You are able to search using many of the parameters available Once you have identified what parameters you know click on the Search Button and it will provide you with the data you are looking for In the example below we have searched just using Approved Travel as the search parameter and this is the result It has identified two approved travel plans that meet the criteria Page v PROMASTER Travel Plan Search Home ravel Paul McLeod Account Holder Search Parameters Travel Date From 03 10 2012 To 03 01 2014 Trip Number C Draft Travel Archived Travel F Compliance Review L Review Travel ir luna pproved Travel escalated Una pproved Trave International Approval EA Approved Travel L cancelled Travel Fi Completed Travel m y sort By Create Travel Plan Type Status Date Trip Number Expense Group Purpose Amount Acton a A 26 11 2012 3807 General Attend AUPN sustainable Procurement Workshop Melbourne 26 Now 326 00 Og HUE i 2012 Nil registration fee a A 05 12 2012 4288 General Travel to Young for Emergency Planning Committee amp Critical Response 0 00 o tHE i Groups workshop No cost to DOF 2 Travel Plans found to the value of AUD 326 00 5 Page A Travel Plan at the stages of Draft Travel Review travel Unapproved Travel and Approved Travel can be edited at any stage of the process with an exception for the Approved Travel Plan With the example belo
2. sd _0s o1 2015 Af A A o S 09 01 2015 A A l GL Cost Coding AIR TRAVEL DOMESTIC A102 6341 450 0000 G WW 100 Allowance A102 6341 450 0000 G WW 100 HOTEL TRAVEL DOMESTIC A102 6341 450 0000 G WW 100 INCIDENTAL A102 6341 450 0000 G WW 100 Compliance Are you currently under workers compensation case management N Is your direct Supervisor different to the Approver due to the ORG code on your Travel Plan By answering YES an email will be sent to your Supervisor alerting them to this travel Reverse Reverse Travel Pl Plan Cancel Travel Plan Copy Travel Plan Eo Back Email Itinerary Attachments Go to Home Page to Home Page Copyright 2015 Inlogik ProMaster 9 9 inlogik Reverse Travel Plan button is present and is present in any of the plans until there is allocations Travel Plan Itinerary Trip Number 3807 Travel Date 26 11 2012 06 30 to 26 11 2012 20 00 Total Estimate j Al ID Status Approved Travel Traveller PMCLEOD Paul McLeod Total Allocated 354 36 AUD Attend AUPN Sustainable Procurement Reason for Travel Workshop Melbourne 26 Nov 2012 Nil Expense Group General Type Return registration fee Booking Provider Booking Status Itinerary 1WaggaWagga New South Wales WGA Melbourne Victoria MEL Date Description Allocated Estimated 1 Air Travel 26 11 2012 06 30 Airline ZL Class ZL 163 00 163 00 Itinerary 1 Totals 163 00 163 00 Itinerary 2Melbourne Victori
3. Wi University Charles Sturt a chase S Create Expense Claim g Create Travel Plan io Transaction Count for you as Account Holder Svaegepangtwiaeagoads Disputed Dispute Waiting Waiting Pending GL Waiting GL Posted Draft Travel Review Unapproved _ Escalated Approved Resolved Accountholder Approval Post Post Travel Travel Unapproved Travel Travel wh PROMASTER Sqgugagudasa Cancelled Completed Draft PRs Waiting PR Posted PRS Approved ravel Travel Approval PRs ProMaster is a sophisticated expense management and Travel Planning tool software solution that Charles Sturt University has selected to meet its Travel Card and Travel Planning management needs Page Table of Contents Who Do Contact With My QuestiOns 0 0 ccc ccc cece cece ee enna e eee ee neee eee eendit arei 3 How Do I Log Into ProMaster c cece ccce eee e cece cece ee eee ee eeaaesaueeseeetseeesseesseessseesseses How Do Activate My ProMaster ACCOUNL cc cece cece cece e eee e eee ee ee eeeeeeeeeeeeenaaees 5 What DOAILTAGIICONS MEAN hennes da a a T 6 Whati The Home Fage Foe rtsesvserssrsesesnsecuandeedsengeshedesguaswennenteandseaaensdeaueuslicaslobetedede seenedenteene 7 Whara Travel PIAN Gc ectind a 2c einn aR lade tesetaonadiasandeccatat 8 POW DO iGreate Ay Trave Flan 2 sic tent ects ieree cote eeteea tec cretcacantatnsanus deat iia uetaaiuk inven ewan tere toes 9 HOw 1D Oil PCAC Travel arate coho sit
4. pa Save Cancel Internet Protected Mode On fa r 125 vw 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 similar to this Step 5 Match the quick claim to the relevant expense on the left hand side travel plan Match the Claim to the estimated expense Click on the Link Expense to Travel Plan Button Click on the Allocate Button Travel Plan Itinerary Trip Number 33092 Travel Date 06 01 2015 07 00 Total Estimate Search Transactions Claims Merchant Status Approved Travel Traveller CSCHILLE Total Allocated 0 00 n gt Attd Training and pee ae ink Reason for Travel amp Private Vehicle Rqst A Expense Group General Type Return Search Allocate Lin Conference in Sydney E oeoeeaeeeeeeeeS Booking Provider Booking Status Create Quick Claim Create Mileage Allowance Claim Itinerary 1WaggaWagga New South Wales WGA Sydney New South Wales SYD Transactions Claims to Attach Date Description Allocated Estimated Attached Select ms Ferdo 2 An Date 1 Air Travel 06 01 2015 07 00 Airline QF Class QF 0 00 150 00 0 00 A 06 01 2015 2 Allowance Meals 06 01 2015 PrePaid No Allow MEALALLO 0 00 295 00 0 00 E F 3 Allowance Incidentals 06 01 2015 PrePaid No Allow amp n 0 00 0 00 0 00 E 1 Transactions Clai
5. EXPENSES allocated and finalized moves to after the Complete Travel Plan DO NOT CLICK IF YOU ARE UNSURE call 34488 for assistance Button has been clicked Complete Travel Plan DO NOT CLICK IF YOU ARE UNSURE call 34488 for assistance 0 Cancelled Travel This Icon is where a Travel Plan that did not proceed will be located There will be no expenses against these Plans M 14 Archived Travel Travel Plans that are located in the Completed Travel will be archived as an automated process At any time throughout this process you are able to view where your plans are in the workflow Plans are always there to view even in the archived status 4 iPage Within the ProMaster system there are numerous ways to achieve the same outcome This instruction is what we have found to be the easiest wl PROMASTER Home Page Tb Quick Links J Help J Logoff Home Profiles Document Control Paul McLeod Account Holder Charles Sturt University At the top of the screen there is a tab called Travel Click on this Tab and you will have a screen looking like this v PROMASTER Travel Plan Search Quick Lir Home Trawel Profiles Document Control Paul McLeod Account Holder Status Alter L Draft Travel LJ Archived Travel F Compliance Rewiew C Review Travel og luna pproved Travel lescalated Una pproved Trave L ffiternational Approval F Approved Trawel C Cancelled Travel Completed Travel
6. Meal Allowances Cont IMPORTANT By ticking in the Pay Pre Travel box the system will automatically pay your meal allowance directly into your EFT bank account three days prior to the travel HOWEVER if the travel is cancelled between receiving the funds and the departure date the meal allowance MUST be repaid to the University or if meals were provided and you have made a claim for that meal s This repayment may be facilitated via the Travel Office Please e mail travel csu edu au and advise the following information Name Staff Number Travel Plan Number TP Amount An Invoice will be raised and upon receipt of the invoice you can repay this using the options provided amp rage Choose the tab titled Incidental Travel Expenses Click on the button Add Item Paina Other Travel Expenses Travel Plan Trip Number Reason for Travel amp Private Vehicle Rqst attend Training and Conference in Sydney a Allowances Allowances aaa Reissue nen for travel Conference Registration fee 342 Dependant Child Care Entertainment whilst travelling Fuel expenses with rental cars 450 Travel Type Return ia Fuel for Uni Cars when fuel card unavailable or i Total Hotel Expenses not covered in Room tariff 4 D rti F H v 3 a gt a ne ze Estimate 180 00 Internet services purchased domestic travel Local Taxi Train Bus 450 Incident ne travel i Itinerary Air Trave
7. Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training in Bathurst a Allowances Allowances iy Aero Pelican Air New Zealand Best Fare of the Day Domest Emirates Jetstar Qantas REX Regional Express Virgin Australia Travel Type Return iy Home Total Estimate 0 00 Departing From Incidental travel expenses Accommodation Vehicle Allowances GL Cost Coding Travel Diary Compliance Click on the Air Travel Tab The Itinerary is pre populated from the previous screen deter the journey Airline Click on the Button Add Item The choices are as follows Wed by the legs for each part of Best Fare of the Day BF Best airfare on the day for your travel requirements date amp time etc A value must be entered in the Estimate Jetstar Qantas REX and Virgin Blue Alternatively choose the domestic airline that you think you may travel with and enter a dollar value in to the Estimate box Class Defaults from previous choice for BF Airlines require a selection from the menu on the right hand side Estimate BF Enter the one way airfare for each leg If you have determined a return airfare from a web site you must halve the amount for each leg i e put each half of the journey against each leg For airlines you must enter the one way airfare for this leg Please repeat this process for each Leg of the journey Remember to add extra in t
8. prompted a lege 5 Page After logging on to ProMaster the Home Page appears Information presented or functions available differ depending on your access rights as a user 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 iome 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 EE Opens the area to either Create travel plans or conduct Searches on Travel Plans 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 T 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 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
9. this You have on one side your travel plan and the other is your transactional data Travel Plan Itinerary Search Transactions Claims Trip Number 33092 Travel Date 06 01 2015 07 00 Total Estimate 1285 00 Account All Merchant Status Approved Travel Traveller CSCHILLE Total Allocated 0 00 Attd Training and Reason for Travel amp Private Vehicle Rqst gt Conference in Sydney Expense Group General Type Return Search Allocate Link Booking Provider Booking Status Create Quick Claim Create Mileage Allowance Claim Itinerary 1WaggaWagga New South Wales WGA Sydney New South Wales SYD Date Description Allocated Estimated Attached Select Transactions Claims to Attach Select ype Vendor Name Amount 1 Air Travel 06 01 2015 07 00 Airline QF Class QF 0 00 150 00 0 00 2 Allowance Meals 06 01 2015 PrePaid No Allow MEALALLO 0 00 295 00 0 00 F No rgfOords found 3 Allowance Incidentals 06 01 2015 PrePaid No Allow amp n 0 00 0 00 0 00 4 Allowance Accommodation 06 01 2015 PrePaid No Allow amp n 0 00 0 00 0 00 5 Hotel Stay 06 01 2015 Hotel RYDGES NTH S Room Standar 0 00 540 00 0 00 6 Incidental 06 01 2015 Incid TAXI TRAIN BUS Inc Desc Local Taxi 0 00 150 00 0 00 Itinerary 1 Totals 0 00 1135 00 0 00 Itinerary 2Sydney New South Wales SYD WaggaWagga New South Wales WGA Date Description Allocated Estimated Attach d Select 1 Air Travel 09 01 201
10. username and password You are required to qualify your username by including the CSUMAIN domain as shown 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 CSU Network Connecting to corporatecard csu eg eer name f CSUMAIN username Password eeeeeeee Remember my password ox canci 4 iPage To allow you to claim Out of Pocket expenses or access the Online Travel Planner in ProMaster you must firstly have an active account within the system Therefore if you have never used ProMaster before you MUST complete the short activation process to allow you access Please enter the below URL in to your browser https secure inlogik com pmx csu pm base logon asp Click on the Activate User Account as displayed below Do not enter your User ID or Password until prompted Once you have completed this you will be emailed an activation code This must be entered in to ProMaster as prompted within 4 hours You will then be required to enter your CSU User Name and a Password We would suggest that you use
11. 5 15 00 Airline QF Class QF 0 00 150 00 Itinerary 2 Totals 0 00 150 00 0 00 E 0 00 Allowance Breakdown Day BreakfastLunch Dinner Incidental travel expenses Accommodation Step 3 Select the Button Create Quick Claim Search Allocate Link to Travel Plan Create Quick Claim Create Mileage Allowance Claim Step 4 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 for meal allowance the merchant is CSU Expense Category Choose the relevant expense category that your expense relates to for meal allowance choose Meal Allowance Price Enter the value of your claim Currency Defaults to AUD Tax Code Defaults to NOGST Net Defaults from the value in Price Tax GST value Nil Gross Total value of your claim A2 Page E Quick Claim Windows Internet Explore 0 xX E https secure inlogik com pmx csu pm trans create_quick_clain amp Fe Quick Claim Date 06 01 2015 Description Meal Allowance bs Merchant CSU Expense Category MEALALLOWANCE This is an example of a completed Price 295 00 claim Currency AUD zi Click O SAVE and the claim will Tax Code NOGST x aopear at the bottom of the Net 295 00 Allocations list under the Visa Tax 0 00 Transactions if you hold a Visa Card Gross 295 00
12. ARE UNSURE call 34488 for assistance Cancel Travel Plan Copy Travel Plan Allocate lt lt Go Back Email Itinerary Attachments Go to Home Page You will see a button that is called attachments click on this and the next screen is where you do the attaching of your scanned documents wi PROMASTER File Attachments Ej Help Paul McLeod Account Holder Charles Sturt University Files Attached Description File Delete REX tax inv REX inv 26Nov MELpdt Fi tax Invoice McLeod Airfare 354 36 pdf Fi Description File SS Ss a Update Changes Cancel Click on the Browse Button and show the system the pathway where you have stored your documentation on the S Drive once you have done this once it will automatically remember the pathway each time you use the browse button Double Click on your documents and they will become PDF files You need to complete the Description and click on Update Changes Update Changes and the file will now be a PDF document against the Travel Plan Cancel Click on Cancel and this will take you to the previous screen Tip Cancel in ProMaster is Exit 4i iPage Step 1 Locate the Trip through the Travel Tab OR from your Home Page On the right hand side locate the Double Brackets for the relevant trip you wish to make your meal allowance claim a QE Click on the double brackets Step 2 After clicking on the Double Brackets your screen will look similar to
13. Class Select relevant vehicle type from the menu on the RHS Qty Qty Days For commercial Car and Bus Hire the Qty is the number of days that the rental is over i e 24 hour periods This is determined by the Dates and Times from the itinerary Rate Enter the estimated cost of the rental for each day in each leg E g If the total cost you have been quoted is 200 00 you will need to divide this amount by 2 and populate the 100 00 in each of the amount boxes for each leg You may want to estimate more since rental companies have add ons eg insurance Extras GPS one way fees etc as advised by the Rental Company Notes This is any relevant information that might be useful to the Travel Coordinator Travel Administrator and or Supervisor 9 Page Meal Allowances have three different types Type 1 Day Trip under 10 Hours In accordance with the travel policy there is NO provision for meals Type 2 Day Trip over 10 Hours In accordance with the travel policy there has been provision made for an allowance of 60 00 No Receipts required This can be paid into your bank account prior to travel or claimed upon your return taking into account any meals provided Type 3 Overnight Trip In accordance with the travel policy a meal allowance will be paid either prior to travel or claimed upon the travelers return It is a calculated amount work from the times in the itinerary Lets view how to manage a Day
14. Iaf 08 01 2015 Save at are being provided In this he system will re calculate what your At this point it would be appropriate to click off those meal instance one lunch and one dinner have been provide meal entitlement is once you click the save button 4 Page The system has now re calculated the meal allowance for the lesser amount Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst Attend Training and Conference in Sydney a Allowances Allowances Travel Type Return Total Departing From Home x TERESAN 180 00 3 m A l Incidental travel Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Meals MEALALLOWANCE 180 00 A x lf your allowance is to be paid prior to travel please click in the box under the heading Pay Pre Travel Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training and Confexence in Sydney a Allowances allowances Travel Type Return i Total Departing From Home Estimate 180 00 3 a Incidenta travel Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Meals MEALALLOWANCE 180 00 E x lf you are claiming your allowance after travel please refer to page 42 of this User Guide as to how to claim Page How Do Manage
15. Number new Reason for Travel amp Private Vehicle Rqst attend Training in Bathurst travelling with P McLeod He has organised car r Allowances Allowances Apple City Tours Australia Wide Coaches AVIS Domestic Australia amp NZ Only Budget Car Rental Domestic Australia amp NZ O Car Pool Goulburn Vehicle Companies Travel Type Return Car Pool Unit at Albury Campus Total 0 00 Car Pool Unit at Bathurst Campus Estimate Car Pool Unit at Dubbo Campus Car Pool Unit at Orange Campus Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances a GL Cost Coding _ Travel Diary Compliance Car Pool Unit at Port Macquarie Campus pa Car Pool Unit at Wagga Campus Country Link Coach Service tine 1tinerary Pikup Return Date Time Car Provider ERCE ee 1 Leg 1 WGA to BHS iy WaggaWagga New Soutt 06 01 2015 07 00 Dysons Group of Companies Coaches T With Hertz Car Rental Domestic Aust amp NZ Only ravelling Bathurst New South Wale 06 01 2015 11 30 Makehams Buses 3 Wagga Wagga In B Departing From Home B Incidental travel 2 Leg2 BHS to WGA Bathurst New South Wale 08 01 2015 11 30 0 0 00 0 00 0 00 Passenger Travelling With Other Staff in Vehic Car ged Travelling With WaggaWagga New Soutt 08 01 2015 18 0 Priest s Buses Private Vehicle AJsage needs Approval E E S Salary Packag d Vehicle no km cost Thrifty Car Rgntal Domestic Australia amp NZ 01 It sho
16. Reason for Travel amp Private Vehicle Rqst attend Training in Bathurst a Allowances Allowances Wint Cottage Bathurst Heights B amp B Ben Chifley Motor Inn Charlotte Apartments Coachman s Inn Motel Country Comfort Bathurst Travel Type Return e Departing From Home v Total Estimate 0 00 Location Do rac use except in Travel Planning Bathurst Standard Roor 06 01 2015 08 01 2015 a een Sve fort CLICK ON THE ADD ITEM BUTTON 1 Leg 1 WGA to BHS gt Location Select from the menu RHS only Location relevant to the leg that is pre populated from the Itinerary When travelling to locations that are not commonly visited please use other destinations and in the notes area advise where you are going If it is a destination that should be added please contact the Travel office for updating Hotel Select from the menu RHS or type the name of the Motel manually if your preferred motel is not there Alternatively select Upper Limit to pre populate the value equivalent to the CSU Upper Limit for this location This should be used for planning purposes only Room will default for pre selected hotels For manually entered motels a selection is required e g Standard Executive etc Date In Pre Populated from itinerary however this can be changed using the calendar Date Out Pre Populated from itinerary however this can be change
17. Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Fund Account Program BEIMS WO TRAVEL DOMESTIC A102 6341 450 0000 n 400 00 TRAVEL DOMESTIC A102 6341 450 0000 A Rail FerryeS TRAVEL DOMESTIC A102 6341 450 0000 a 0 00 Accommodation 100 TRAVEL DOMESTIC A102 6341 450 0000 440 00 Car HireeS CSU CAR POOL A102 6341 450 0000 aa 0 00 E 100 Allowances A102 6341 450 0000 J 180 00 Incidentalse A102 6341 450 0000 si 60 00 Total of Travel Plan 1080 00 Do Not Use 0 00 a FBT Component 0 00 Travel Category The relevant Tabs as used in your Travel Plan Accounting Codes can be split using the red brackets Widget Note can only be split once and only to two Cost Centre s Car Hire Will default to CSU CAR However for Car Rentals e g Avis etc the Expense Type must be changed to CARHIRE to allow for the Account Code to populate 453 Private Car Search for PRIVATE CAR on the RHS under Expense Types account code for Private Car is 454 This assists in identifying this expense for the purposes of calculating any tax liability Page Travel Plan Ee Expense Types Trip Number new Please enter part of the Expense Type Name o Reason for Travel amp Private Vehicle Rqst attend Training and Conference in Sydney 7 Allowances Allowances Description Search v Type Description Travel Type Return e Catering gt Departi
18. Trip over 10 Hours Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training in Sydney a Allowances allowances x Travel Type Return gt Departing From Home Ei _ 0 00 Estimate Incidental travel Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance 1 Air WGA BHS 06 01 2015 11 00 2 Air BHS WGA 06 01 2015 18 06 01 2015 22 30 In this example the trip is single day travel and over 10 hours The system in the allowances tab will calculate your meal claim Click on the Add Item Button Add Item Your screen should look like this You will need to click in the Allowance Type box to display the ingle Day Meal Allowance gt 10 Hours gt link on the RHS Travel Plan Travel Allowances Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training in Sydney a Allowances allowances x Travel Type Return Departing From Home v bA 5 0 00 OVERNIGHT MEAL ALLOWANCE ONLY SINGLE DAY MEAL ALLOWANCE gt 10 HOURS Incidental Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowanc expense GL Cost Coding Travel Diary Compliance Meals 0D Page Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training in Sydney A Allowances Allowances Travel Type Return i Departin
19. Unit at Port Macquarie Campus ticle i expenses Car Pool Unit at Wagga Campus CSU Services Department vehicle WaggaWagga New Sout 06 01 2015 07 00 0 0 00 0 00 0 00 Rail Ferry Vel Dysons Group of Companies Coaches Hertz Car Rental Domestic Aust amp NZ On g 1 WGA to BHS Bathurst New South Wale 06 01 2015 11 30 Travelling With ar Makehams Buses Wagga Wagga 2 eq 2 BHS to WGA Bathurst New South Wale 08 01 2015 11 30 0 0 00 0 00 Martins Bus s Albury Passenger Travelling With Other Staff in Vehicle inc Pre Allocated CSU Car Not Salary Packaged Priest s Buses Private Vehicle Usage needs Approval alary Packaged Vehicle no km cost ifty Car Rental Domestic Australia amp NZn aqgaWagga New Sout 08 01 2015 18 00 Travelling With Itinerary is populated from the itinerary tab Pick up Return is populated from the itinerary tab Date is populated from the itinerary tab This can be changed using the calendar to reflect an earlier pick up time primarily if picking up the NIGHT before also this would apply if a next day drop off is required due to a late return Time is populated from the itinerary tab however it should reflect the actual pick up time from the Transport location Likewise the drop off time should be the estimated time of arrival back at the Transport location Car Provider defaults location of your
20. a MEL WaggaWagga New South Wales WGA Date Description Allocated Estimated 1 Air Travel 26 11 2012 19 00 Airline ZL Class ZL 191 36 163 00 Itinerary 2 Totals 191 36 163 00 GL Cost Coding AIR TRAVEL DOMESTIC A102 6341 450 0000 G WW 100 Files Attached Description File REX tax inv REX inv 26Nov MEL pdf tax Invoice McLeod Airfare 354 36 pdf Archive Travel Plan DO NOT CLICK IF YOU ARE UNSURE call 34488 for assistance Cancel Travel Plan Link Expense to Travel Plan lt lt Go Back Enallinersry Itinerary tachment Go to Home Page Note No Reverse Travel Plan Button Page Once you reverse a Travel Plan you need to keep reversing the Plan until the button titled Edit Travel Plan Edit Travel Plan appears ede Travel Pan J From here you are able to click on this button and it will take you to the Plan for you to edit the necessary details Please note that if you are increasing the estimated amount the approval process recommences through the workflow as before Page This is a really useful tool if you do the same trip on a regular basis as an Account Holder or if you are a Travel Administrator you can use this facility to copy plans on behalf of other travelers taking the same trip by copying and changing the name of the traveler each time you use the copy facility Copy Travel Plan This button exists at all stages of the Travel plans even after they have been archived this facility is sti
21. ances Travel Type Return Departing From Home Total Estimate 0 00 SS Incidental travel expenses a _ _ __ __ Total Estimate will 06 01 2015 07 00 06 01 2015 07 00 calculate automatically as you enter the travel details after the itinerary has been created Air Travel Rail Ferry Vehicle GL Cost Coding 2 Air WGA 06 01 2015 07 00 06 01 2015 07 00 Reason For Travel This is a brief summary of the trip including all key details of the trip for example Attending a conference fieldwork meetings on Dubbo Campus etc As much relevant information including destinations should be included for your Approver Note it is a new itinerary and will only allocate the Trip Number when it is saved or submitted Allowances In this area it will default to Allowances This is set in accordance with the Travel Policy Receipts Tax Invoices must be attached to your Travel Plan when travelling Allowances are for overnight trips or where the time of travel exceeds 10 hours and are pre determined as per the Travel Policy They can be paid into the traveller s bank account 3 days prior to the trip or claimed upon the travelers return Travel Type This is for One Way journeys Return journeys or Multi Legs Please select from the drop down box the relevant choice for your travel An example of a Multi Leg is Wagga Wagga Sydney Bathurst Dubbo returning to Wagga Wagga T
22. aspects of your Transactions J i Transaction Count for you as Account Holder 0 0 1 1 3 0 1113 0 0 0 3 8 0 14 Disputed Dispute Waiting Waiting Waiting Waiting GL Posted Draft Review Unapproved Approved Completed Cancelled Archived Resolved Accountholder Accountholder Approval Post Travel Travel Travel Travel Travel Travel Travel Transactions Expenses From Draft Travel to Archived Travel is relating to the Travel plans Note at any time you are able to click on the relevant icons to view or locate a Travel Plan Draft Travel A Travel Plan will be in Draft Travel until you click on the Submit button at this point an e mail is generated to Transport for the booking of a vehicle if required and it will then move from Draft Travel Status to either review Travel or Unapproved Travel depending on how your School or Division administration is set up 0 Review In this instance the Plan will go to the Travel Administrator Review Travel ve for checking for correctness and validity of dollar values Once the Travel Administrators approve a Travel Plan it will then move to oo Unapproved Unapproved Travel Trava for budgetary Approval by the owner of the Organisational Code Ogn Code within the Travel Plan Approved Travel The Travel Plan once approved will be located in the Approved Travel Icon Page B Completed Trave The Completed Travel Icon is where an Approved Travel Plan that has had ALL
23. below rip Number 33032 Travel Date 30 12 2014 07 00 to 30 12 2014 19 30 Total Estimate 365 00 AUD Status Approved Travel Traveller PMCLEOD Paul McLeod Total Allocated 65 00 AUD Reason for Travel amp Private Vehicle Rqst Test Meal Allowances Expense Group General Type Return a 300king Provider Booking Status tinerary 1WaggaWagga New South Wales WGA Melbourne Victoria MEL Date Description Allocated Estimated 1 Air Travel 30 12 2014 07 00 Airline ZL Class ZL 0 00 150 00 2 Allowance Meals 30 12 2014 PrePaid No Allow MEALALLO 0 00 65 00 3 Allowance Incidentals 30 12 2014 PrePaid No Allow amp n 0 00 0 00 4 Allowance Accommodation 30 12 2014 PrePaid No Allow amp n 0 00 0 00 Itinerary 1 Totals 0 00 215 00 tinerary 2Melbourne Victoria MEL WaggaWagga New South Wales WGA Date Description Allocated Estimated 1 Air Travel 30 12 2014 18 30 Airline ZL Class ZL 0 00 150 00 Itinerary 2 Totals 0 00 150 00 Allowance Breakdown Day Breakfast Lunch Dinner Incidental travel expenses Accommodation GL Cost Coding AIR TRAVEL DOMESTIC A102 6341 450 0000 G WW 100 Allowance A102 6341 450 0000 G WW 100 Compliance Are you currently inder workers compensation case nanagement N s your direct Supervisor different to the Approver due to the ORG code on your Travel Plan By N answering YES an 2mail will be sent to your Supervisor alerting them to this travel Complete Travel Plan DO NOT CLICK IF YOU
24. campus from your profile but you need to select from the RHS the Car provider details Class Select relevant car from RHS for your travel purpose NB the selection of a car is merely a request Transport reserve the right to allocate cars appropriately and therefore your first choice may not be the car reserved for you NB 4WD s require a reason why in the notes area on this screen i e why do you need a 4WD treed Type Departing From Total Estimate 313 56 Itinerary Air Travel Rail Ferry Accommodation Vehicle GL Cost Coding Travel Diary 1 Leg 1 WGA to BHS Bathurst New South Wall 23 07 2011 CARPOOLWA 4WD i 0 36 gon to back oF Shure Travelling With Bathurst New South Wal 23 07 2011 17 00 P McLeod BE MAE Page Travel Plan Car Pool Unit at Wagga Ca Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training in Bathurst A Allowances Allowances Type Bus up to 12 seats Bus up to 22 seats LR license required Passenger vehicle 2 0 litre to under 3 0 litre Passenger vehicle 3 0 litre to under 4 0 litre P P assenger vehicle 4 0 litre amp above includes assenger vehicle under 2 0 litre Vehicle 1 Leg 1 WGA to BHS WaggaWagga New Sout 06 01 2015 07 00 CARPOOLWAG Bathurst New South Wale 06 01 2015 11 30 Travelling With 2 Leg 2 BHS to WGA Bathurst New South Wale 08 01 2015 11 30 prev Net EC Qty Qty Kms A
25. cation on the right hand side Arrive Use the locations from the selection on the right hand side If your destination is not there either use Other Destinations Use the Search box and search Other or advise the Travel Office and the town city can be added to the database If you use Other Destinations then ensure that the name of the destination is in the Notes area Depart Date amp Time Use the calendar and times provided on the right hand side The times are available in hourly half hourly or 15 minute intervals Choose a time that is closest to your estimated departure time Arrival Date amp Time Use the calendar and times provided on the right hand side The times are available in hourly half hourly or 15 minute intervals Choose a time that is closest to your estimated arrival time For key destinations a value may be pre populated to assist with this process this is an approximate time only Notes Information for a Travel Coordinator or Travel Administrator Approver Etc DO Page Delete Tick Box and Refresh to delete an unwanted leg You will need to complete details for line two as it is automatically generated and may need to be changed TIP Do not create your own 3 digit code for departure arrival points This is directly linked to airport codes You could be unintentionally using an International Airport Code for a domestic location Page Travel Plan
26. d using the calendar The number of Nights is calculated automatically from itinerary or from the Date In Date Out Rate This is also Pre populated for selected Motels BASED ON THE GOVERNMENT RATE IS AN ESTIMATE ONLY A value must be entered for accommodation other than pre selected i e if you manually enter the name of a motel you must also enter a value Notes This is any relevant information that might be useful to the Travel Coordinator Travel Administrator and or Supervisor NB Should you require any motels to be included in the database then please contact the Travel Office for these to be added conversely if there is accommodation that is not to standard the Travel Office also needs to know so we can remove the motel from the database Email travelcard csu edu au 4 iPage Travel Plan a Vehicle Companies Cr mpany Apple City Tours Australia Wide Coaches AVIS Domestic Australia amp NZ Only Budget Car Rental Domestic Australia amp NZ Only Car Pool Goulburn Car Pool Unit at Albury Campus Car Pool Unit at Bathurst Campus Car Pool Unit at Dubbo Campus Car Pool Unit at Orange Campus Trip Number new Reason for Travel amp Private Vehicle Rqst Attend Training in Bathurst a Allowances Allowances Travel Type Return iy Departing From Home Total Estimate 284 00 Incidental travel a Allowances GL Cost Coding Travel Diary ra Car Pool
27. erary Air Travel Rail Ferry Accommodation Vehicle Allowances p aa GL Cost Coding Travel Diary Compliance expcuses Meals SGLDAYMEALS 45 00 A x lf you are claiming your allowance after travel please refer to page 42 of this User Guide as to how to claim Page Lets view how to manage an Overnight Trip Type 3 Overnight Trip In accordance with the travel policy a meal allowance will be paid either prior to travel or claimed upon the travelers return It is a calculated amount worked from the times in the itinerary Any adjustments for any meals provided by a third party eg conference organizers may provide a conference dinner must be removed from the show break down box and saved The system will re calculate the lesser amount Travel Plan Trip Number new Reason for Travel ttd training in Bathurst Allowances Travel Type Departing From Total Estimate 224 40 Incidental Itinerary Air Trawel Rail Ferry Accommodation Vehicle Allowances travel GL Cost Coding Trawel Diary Compliance expenses When you choose the Allowances Tab the screen will look like this Click on the Add Item Button Select Allowance Type Travel Plan Travel Allowances Trip Number new DO NOT USE Reason for Travel amp Private Vehicle Rqst attend Training and Conference in Sydney a Allowances Allowances DO NOT USE DO NOT USE DO NOT USE B DO NOT USE D DO NOT Travel Type Retur
28. g From Home i aaa a 60 00 A a S Incidental travel s Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Meals SGLDAYMEALS 60 00 By selecting the Single Day Meal Allowance gt 10 Hours the system will automatically calculate the full allowance of 60 00 however if some meals are supplied lunch for example you need to click on the Show Breakdown Box and click off the Lunch Show Breakdown Dg l lel Allowance Breakdown x Incidental Day Breakfast Dinner travel Accommodation 06 01 2015 ia nunnunnnnnnn Save Then Click Save for the re calculation to work Your screen should now display to re calculated amount Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst Attend Training in Sydney a Allowances Allowances Travel Type Return i Departing From Home i ce 45 00 A n A Incidental travel z Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Meals SGLDAYMEALS Show Breakdown Page lf your allowance is to be paid prior to travel please click in the box under the heading Pay Pre Travel Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst ARtead Training in Sydney a Allowances allowances Travel Type Return Departing From Home i Let aie 45 00 Itin
29. he 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 System For guests and students please use the paper travel authority order and have this approved via the appropriate Approver 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 CONTACT CSU Division of Finance CHARLES STURT ProMaster Expense Management ProMaster is a sophisticated expense management sofware solution that Charles Sturt i University has selected to meet its expense managgnent needs LOGIN TQPROMASTER ProMaster Home ANZ Travel Card W P RO M ASTER ANZ Purchase Card Forms FAQs Contacts Travel Policy Purchasing Policy External Network Access n a 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 ee pe
30. he airfare cost to cover for the booking fee charged Notes This is any relevant information that might be useful to the Travel Coordinator Travel Administrator and or Supervisor Page Travel Plan Rail Ferry S Trip Number new Re2 Ferry Reason for Travel amp Private Vehicle Rqst attend Training in Bathurst Allowances Allowance imal Bathurst Bullit Blue Mountains Rail Services City Rail Country Services Only City Rail Metropolitan Services CountryLink Ferry Services Travel Type Return Departing From Home w Total Estimate 0 00 Inter Island Ferry Kiwi Rail n z Incid t aa Itinerary Air Travel Accommodation Vehicle Allowances yis i GL Cost Coding Travel Diary Compliance Spirit of Tasmania of Tasmania expenses V Line Victoria 1 Len 1 WGA to Rix 0 00 m Prone ra ee ser Coc CLICK ON THE ADD ITEM BUTTON This tab is for rail travel e g Country Link or V Line Itinerary Pre populated from previous screen Carrier Select from the Menu RHS Class Select from Menu RHS Economy First Class Estimate Add the one way value of the rail journey as per the leg For return journeys a value must be entered for each leg i e use the Add Item to add an additional leg Notes This is any relevant information that might be useful to the Travel Coordinator Travel Administrator and or Supervisor Page Travel Plan Trip Number new
31. her Comprehensive or Third Party insurance car registration and that the travel is solely for the purpose of conducting CSU business By making this declaration I agree that CSU will not be responsible for any costs or losses associated with any damages regardless of how these were sustained during any travel detailed in this travel plan when using a Private Vehicle If claiming Dependant Child Care Allowance as part of this Travel Plan I declare that I have will incur ed additional expenses relating to Dependant Care whilst travelling and conducting business on behalf of CSU Receipts where avaialble must be attached to your claim NB The allowance does not cover situations where care is provided in your home by a joint carer e g by a partner spouse etc Claims can only be processed after travel has been completed m I certify that the details in any claims for travel expenses processed via this Travel Plan are a correct record of my official travel movements and that the distance travelled if any was in connection with bona fide University business The Traveller amp relevant Budget Manager certify that the account codes GL Codes indicated on this Travel Plan contain sufficient funds to meet the costs shown and or that these may be reimbursed from an outside organisation as indicated I will have attached to my Travel Plan any relevant documents such as itinerary costing letter presentation paper content to allow the relevant A
32. his would be 4 legs Purchase Requisitions Christine Schiller Account Holder Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst a Allowances Allowances e Total Estimate gapan travel Rail Ferry Accommodation Vehicle Allowances GL Cost Coding Travel Diary Compliance 06 01 2015 07 00 06 01 2015 07 00 1 Air 2 Air WGA 06 01 2015 07 00 06 01 2015 07 00 Pree vert COD 9 Page Departing From Choose from either Home or Work Home assists with the calculation of meal allowances when travelling to meet a flight The system will recognise that you will need to leave home a sufficient amount of time before the flight and calculate meals accordingly As Travel Co Ordinators Travel Administrators and Travelers be aware of the departure and return times as additional meals maybe appropriate Check with the Travel policy for confirmation Departing from work is for any CSU Location Travel By This is a drop down box determining the mode of transport Air Rail Ferry long distance rail ferry V Line and Countrylink Vehicle Car Hire CSU Car Pool Private Vehicle TravelBy Depart Arn wea pe i Itinerary Air Travel Rail Ferry Accommodation Vehicle av GL Cost Coding Travel Diary Compliance Delete a a 1AN Notes ee siz Depart The system will default your home campus but this can be changed by selecting the lo
33. 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 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 Page What is a Travel Plan New Actions E Create Purchase Requisition PR Create Expense Claim c Create Travel Plan A Travel Plan is where all the travel components and estimated expenditure is detailed in preparation for pre approval This would include same day flights and overnight travel with accommodation car hire and other travel expenditure A series of tabs are required to be completed relevant to your travel and inclusions e g Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances Incidental Travel Expenses GL Cost Coding Travel Diary amp Compliance Click on this Link a Create Travel Plan to commence the creation of the travel plan Page w PROMASTER Create Travel Plan Purchase Requisitions iti Profiles Christine Schiller Account Holder Travel Plan Trip Number Reason for Travel amp Private ee Allow
34. ission of the Travel Plan Same Day Travel this will drop in to a Compliance workflow in the Travel Office for approval unless the standing approval is held Please remember the fundamental difference between the calculation of the CSU Pool Vehicle Novated Leases and Private Car Use and the Rental Cars Avis Budget Etc is that the first three types calculate the usage on KM s while the Rental Cars calculate usage on a Daily Rate Page In the event you are going to be travelling with another CSU Staff Member s you will need to collaborate with the other passengers and ensure that only one person has requested the CSU Car Pool Vehicle in accordance with the instructions as outlined on pages 14 15 If you are the passenger you are required to select Vehicle in the Itinerary section of the Travel Plan It is good practice to identify in the Reason for Travel box with who you are travelling with Travel Plan Trip Number ee a e Reason for Travel amp Private Vehicle Ra94 amp ttend Training in Bathurst travelling with P McLeod He has organised car r Allowances allowances Travel Type Return i Total Departing From Home i aa 0 00 e s Incidental travel 3 itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances EXPENSES GL Cost Coding Travel Diary Compliance 1 Vehicle 06 01 2015 07 00 06 01 2015 11 30 2 Vehicle BHS WGA 08 01 2015 11 30 08 01 2015 18 00 E Travel Plan Trip
35. ivate Vehicle or Car Rental whichever is applicable 5 Page Departing From Total Estimate 204 00 Incidental Itinerary Air Travel Rail Ferry Accommodation Vehicle GL Cost Coding Travel Diary Compliance a 1 Leg 1 WGA to BHS E WaagaWagga New Sout 23 07 2011 07 0K PRIVATE VEHI Private Vehicle 340 00 wzo Travelling With f Jayu amp Itf 1j F L 5 aq Bathurst New South Wal 23 07 2011 11 30 P McLeod 2 Leg 2 BHS to WGA M Bathurst New South wall 24 07 2011 11 30 PRIVATE VEHI Private Vehicle 340 0 20 Travelling With LN ali Jew j 2 201 a WaggaWagga New Sout 24 07 2011 er Itinerary Pick Up Return Pre populate from Itinerary tab Date Time Car Provider Select Private Vehicle from Menu RHS Class Select either Private Vehicle klm reimbursement OF No Cost to CSU for use of Private Vehicle from Menu RHS Qty Qty Kms An estimate of the kms is populated from the Itinerary but can be changed by tabbing through These values have been calculated on a way basis with an allowance for some additional kms Rate Private Km s rate is as per Charles Sturt University Policy Extras Not Applicable N A Amount Calculated automatically from Km s e g Qty x Rate Amount Notes Reason for taking Private Vehicle is required and still must be approved by the Travel Manager unless you hold a standing approval with the Travel Office NB On subm
36. l Rail Ferry Accommodation Vehicle Allowances n GL Cost Coding Travel Diary Compliance Other misc travel expenses expenses Parking Road tolls whilst travellin Leg 1 WGA to SYD x 08 01 2015 Itinerary and date is pre populated from the Itinerary tab Incidental Travel Expenses Other Travel Expenses from the selection on RHS can be added as required e g Conference Fees Fuel For University cars Only Fuel For Rental cars Avis Budget Thrifty etc Hotel Expenses Not Covered in Room Rate Internet Services Local Taxi Trains Bus Hotel amp Phones for CSU Business Only Road tolls Other misc travel expenses any other costs you need to detail in your Travel Plan Rate Add the relevant estimate or actual cost if known All rates must be entered manually for each selection as there is no pre population of amounts You cannot proceed if an estimate or actual cost is nil Units Equals the number of rates eg Dependant Child Care 60 00 rate x 3 days unit The system will calculate the total estimate in the amounts column Notes This is any relevant information that might be useful to the Travel Coordinator Travel Administrator and or Supervisor Page Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst Attend Training and Conference in Sydney a Allowances Allowances Travel Type Return i Total Departing From Home i CEPE 1080 00 Incidental travel Air
37. ll available A copied Travel Plan will automatically have a status of Draft Travel as it is expecting you to make amendments eg dates amounts etc After any amendments have been made you are required to click submit for the process to flow through to the Approved Travel status gj Page As with any sound Financial Practice records must be kept to substantiate the expense and the Universities claim of GST back from the Government We now prefer that invoices and any other pertinent information be attached to the Travel Plan not to the transaction as before Tax Transactions Invoices Expenses Other Travel Allocated Pertinent Plan against Travel information Plan Outstanding Transactions Expenses Travel Plans Date Merchant Amount Actions E VISA 19 12 2014 AHM 5682 03 Q VISA 19 12 2014 AHM 5742 67 Qr E VISA 19 12 2014 REGIONAL EXPRESS DIR 344 61 Q E VISA 22 12 2014 584699CAMPUS TRAVEL 11 13 AY o VISA 24 12 2014 CVENT MERCHANT 3 5065 60 Q M Date Merchant Amount Actions g 06 01 2015 CSU 40 00 QIX Date Purpose Trip Number Amount Actions g g 30 12 2014 Test Meal Allowances 33032 365 00 q QB g z 10 02 2015 Attend ProcureTech Conference 10 11 Feb 15 Melbourne Conf Fee waived as Hosted Buyer 32943 899 00 Q Q B The easiest way to do the attachments is through the magnifier located against the Travel Plan click on this icon and the screen should open and look like the screen shot
38. ms available to Attach 4 Allowance Accommodation 06 01 2015 PrePaid No Allow amp n 0 00 0 00 0 00 E 5 Hotel Stay 06 01 2015 Hotel RYDGES NTH S Room Standar 0 00 540 00 0 00 m 6 Incidental 06 01 2015 Incid TAXI TRAIN BUS Inc Desc Local Taxi 0 00 150 00 0 00 o Itinerary 1 Totals 0 00 1135 00 0 00 Travel Plan Attached Transactions Claims Trip Number 33092 Travel Date 06 01 2015 07 00 to 09 01 2015 16 10 Total Estimate 1285 00 AUD Status Approved Travel Traveller CSCHILLE Christine Schiller Total Allocated 295 00 AUD Reason for Travel amp Private Vehicle Rqst Attd Training and Conference in Sydney Expense Group General Type Return Booking Provider Booking Status Account Type Vendor Name Date Reference ID Itinerary Type Amount Allocated Status Delete Actions g csu 06 01 2015 x0000000000000271558 1 ALLOWANCE 295 00 295 00 E QA Attach Txns Claims Update Submit All Click Submit All Once you have clicked Submit All the status of Waiting Accountholder will change to Private Remittance This means that the transaction is waiting for Finance to approve and process into your bank account 43 Page Page Intentionally Left Blank Page
39. n v OVERNIGHT MEAL ALLOWANCE ONLY Total SINGTE DAY MEAL ALLOWAHEE F10 Departing From Home i Eitan 0 00 Incidental a Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowanc expense GL Cost Coding Travel Diary Compliance Meals Pron er Sho seater Proves sme stint Pret The allowance type for overnight travel isCOvernight Meal Allowance Only It will populate with your meal allowance as per the times indicated on the Itinerary you have previously prepared Page Travel Allowances Travel Plan Trip Number new DO NOT USE Reason for Travel amp Private Vehicle Rqst attend Training and Conference in Sydney a Allowances Allowances DO NOT USE DO NOT USE DO NOT USE B DO NOT USE D DO NOT USE L Travel Type Return v OVERNIGHT MEAL ALLOWANCE ONLY Total SINGLE DAY MEAL ALLOWANCE gt 10 Departing From Home e caliente 245 00 E Incidental travel Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Meals MEALALLOWANCE 245 00 x The meals may differ to what has been calculated i e Conference meals and other meals included in your travel plans must be deducted Show Breakdown If you click on this button it will display the meal allowance breakdown Allowance Breakdown Incidental Day Breakfast Lunch Dinner travel Accommodation expenses 06 01 2015 x 07 01 2015 m
40. n estimate of the kms is populated from the Itinerary but can be changed by tabbing through These values have been calculated on a way basis with an allowance for some additional kms The Kms must be halved for each leg of the journey and the information in the top line needs to be repeated for the return leg i e total kms 500km therefore enter 250km in each leg Do not total the kms on the first line and leave the second line incomplete Rate Predetermined by the choice of CSU vehicle Extras As advised by Transport e g trailer Amount Calculated automatically from Km s e g Qty x Rate Amount Notes Advise Transport of any special requirements e g tow bar trailer 4wd etc Please remember the fundamental difference between the calculation of the CSU Pool Vehicle Novated Leases and Private Car Use and the Rental Cars Avis Budget Etc is that the first three types calculate the usage on KM s while the Rental Cars calculate usage on a Daily Rate NB When the Travel Plan has been Submitted an email will be generated to the relevant Transport Office This email will forward all of the information required to make your CSU Car Pool booking However if your plans change or are cancelled then any further correspondence to Transport MUST be via email or telephone If Transport is unable to confirm a vehicle then you MUST amend your Travel Plan to reflect this changing the Car Provider to either a Pr
41. ng From Home i en 1080 00 Conference Meeting Services gt Fleet Services gt Incidental travel Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Human Resources Only gt Membership Levies Registration gt ROOM HIRE Room Hire for functions Travel gt TRAVEL DOMESTIC A102 GL Costina Code Fund Org Account Program BEIMS WO 0000 Airlines S JC 0000 Rail Ferrye TRAVEL DOMESTIC A102 6341 450 0000 0 00 Accommodation 100 m TRIAVEL DOMESTIC A102 6341 450 0000 m 440 00 _ Car HireeS CSU CAR POOL A102 6341 450 0000 aa 0 00 100 Allowances A102 6341 450 0000 180 00 s 100 Incidentalse A102 6341 450 0000 60 00 Total of Travel Plan 1080 00 Do Not Use 0 00 FBT Component 0 00 Expense Type This is directly linked to the Travel Category and will default the account code i e Travel Domestic 450 GL Cost Coding Actual Account Codes for the expenditure These populate from your profile but can be changed to any relevant and approved code for your travel Percentage If splitting between account codes then the amounts must be split by percentage i e 50 amp 50 etc Amount Defaults from each Travel Category Notes relevant to approver regarding the funding if necessary FBT Component Advises if FBT Fringe Benefits Tax liability exists according to policy and the Australian Taxation R
42. octets sae tinea a el neat tale a a 12 Row DO AGG Raig Ona bray cducies sade easeewnd cases e 13 How DO AGG ACCOMMOCAUON lensa E e 14 FOW DOTACJA A 6 niser a ee 15 How Do Manage Meal Allowances cccccsccccsseecceeeecseneecseeecceuseecuecsueesseeessusessaeeesaaees 20 How Do Manage Incidental Travel EXD NS S cccccseecseeeceeeeeeaeesseeeeeseeeesseeeesaaeeeaaes 27 The GL Cost GOGiInG WAAS I eiei eandanseccseneseardadadldd anda dA AENEA 28 TheTrave Diay VV MAUS I eer ie teh ee heli ate sett ee 30 COMpPIANCS WRALIS A x c ctcn cca coestti A R ieee aeutdenceoed 31 SUDIMIN OF SAV C Oecd scorn cee iel stags sss ans i viacdeaedeeu a abot ieedes siete tayteateee a eeongs 32 Travel Plan Pathway or Workflow What does this Me an ccecceeeeeeeeeeeeeeeeeeeeeeeeees 33 How Do Search for an Existing Travel Plan ccccccccccseceesssseceeceeeeeseeseeseeeeeeseeeesseaees 35 FIOW CO EdItA Travel PIJN accs nie teecars tele cic Saul nade steed asa nats ania ie ladeh vite teense 37 ROW Do Copy A Travel Plan Z rs scesewescnessereassseuenatenteedsenetenuashedessvcnsseseredeuesnudeseantaeedeponenenaeis2 39 How amp Where do I Attach an INVOICE ccccccssccccesceeceeeecaueeeceuseecsuueessueecsaueesseeessueeeseaes 40 How Do Claim My Meal AlloWanCe cccceccccsssecceeeeeceeeeceesecsesessageesseneesseeesseeeeseaeas 42 Page Who Do I Contact With My Questions For any issues with t
43. pprover the ability to review this before Approval Should this Travel Plan be completed by a Travel Coordinator Travel Administrator then the above declaration is made on behalf of the Traveller The traveller takes full responsibility for the declaration and must inform the Travel Coordinator Travel Administrator of any changes to their circumstances No liability lies with the Travel Coordinator Travel Administrator Page Once completed click Submit and this will move the Travel Plan to the appropriate Approver s in accordance with the Org Codes provided in the GL Cost Coding Tab Submit NB If your Travel Plan has multiple ORG Codes then the Plan will be submitted to multiple Approvers The Travel Plan will sit in the workflow Unapproved Travel until Approved once Approved it will move to Approved Travel This is then the authorization to start your bookings Or Click on Save to save the Travel Plan as a draft to return to it at a later date This allows you to either complete and submit or add change items At this point a unique Trip Number is allocated to the plan This is the number that should be referenced on all correspondence including your reservations in Serko Page The workflow or pathway is a quick way of identifying where a travel plan is situated in the approval process Just a note From Disputed to Posted is concerning the financial
44. the system will not allow you to the next tab until the Travel Diary is completed This is and Australian Taxation Office requirement Dp Page The Travel Compliance Questionnaire must be answered Travel Policy Declaration must be acknowledged This area is an acknowledgment by the traveler that it is within CSU guidelines for travelling and guidelines as indicated by the laws of Australia and its Territories a Incidental travel 4 Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance Travel Compliance Questionnaire l Are you currently under workers compensation case management NO 2 Is your direct Supervisor different to the Approver due to the ORG code on your Travel Plan By answering YES an email will be sent to your Supervisor YES am alerting them to this travel Travel Policy Declaration F I hereby declare that I have read and understand the Travel Policy and Procedures that relate to this travel plan I declare that when provided with a University vehicle I will abide by the University policies for both Travel and Fleet Management This includes abiding to the Driving Hours Policy 10 hours I certify that I hold a current approved drivers license and agree to abide by the traffic laws of Australia Any infringements will be a personal cost i e parking speeding fines etc If using a Private Vehicle I also declare that this is covered by eit
45. tions that have been Approved but have not been a Spee to the Banner General Ledger mm Rees ewe en Posted te to Banner and the expense will appear in the appropriate Budget ea Number of Transactions that are being disputed with the Bank 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 Approval for Private Vehicle Review Travel Allows the Travel Coordinator Administrator to be alerted that travel is now Approved and ready to be booked a Unapproved travel Travel that is awaiting Approval from a Supervisor Management Approval Can accommodate an additional Approval for other Supervisors if required Executive Review For the purposes of Approving International Travel at a higher level than normal e g Deans etc a Dae a ee a Senn tie a meer Travel Travel Plan has been Approved Completed Travel Travel has been completed and the Plan has been reconciled Cancelled Travel Travel Plan has been cancelled prior to any financial transactions being attached Archived Travel Travel plan has been fully reconciled and has now been Mw finalised ad Attach all relevant documentation e g Tax invoices Receipts etc lee Additional information is required as
46. uld also be noted in th Travelling With multiple travellers can be added Since the vehicle expenses are allocated to the CSU Car booker then as a passenger you only need to add your other expenses i e add accommodation incidentals allowances etc whichever is relevant to your travel There is no requirement to select the Vehicle Provider but instead you will select Passenger Travelling with Other staff in Vehicle from the selection on the RHS ensure there is no costing Repeat this information for Leg 2 of the vehicle tab Page COMMERCIAL CAR amp BUS RENTALS Travel Plan Trip Number new Reason for Travel amp Private Vehicle Rqst attend Training in Bathurst a Allowances Allowances Travel Type Return D i Total Departing From Home B SE 200 00 ar Incidental travel Itinerary Air Travel Rail Ferry Accommodation Vehicle Allowances expenses GL Cost Coding Travel Diary Compliance 1 Leg 1 WGA to BHS WaggaWagga New Soutt 06 01 2015 07 8Q__ AVIS Compact 1 100 00 0 00 100 00 Travelling Bathurst New South Wale 06 01 2015 11 30 P McLeod 2 Leg 2 BHS to WGA Bathurst New South Wale 08 01 2015 11 30 AVIS Compact 1 100 00 0 00 100 00 P m i Trav With WaggaWagga New Soutt 08 01 2015 18 00 5 Mcleo d Itinerary Pick Up Return Pre populate from Itinerary tab Date Time Car Provider Car Rental provider from menu RHS i e Avis Budget Hertz Thrifty and for Buses Makehams Martins and Priests
47. ulings 9 Page The Travel Diary is an Australian Taxation Requirement where travel undertaken exceeds 5 nights 6 days for domestic Travel and ALL International Travel The Fringe Benefits Tax Assessment Act 1986 FBT Act provides that where an employer pays for or reimburses extended travel for an employee FBT may be payable on the travel expenditure unless e the employee provides a travel diary to the employer detailing the business activities undertaken on the trip and e the travel diary clearly establishes that any private component of the trip was merely incidental to the business activities e For further information please use this link http www csu edu au division finserv travel fot htm Incidental a l Itinerary Air Travel Rail Ferry Accommodation Vehicle travel GL Cost Coding ravel Diary N Compliance n training in Bathurst Bathurst New South Wales 02 08 2011 CSU Bathurst Satff Returning to Wi fter training in Bathurst WaagalWagga New South W 03 08 2011 Sa fe O BE DAE Location Populated by the Itinerary Date Populated by the Itinerary Purpose at Destination This requires a brief description of activities at the destination e g Conference Fieldwork Meetings etc Person Place Name of the person meeting or Conference name and Location Business Check box ticked if day relates to CSU business or remains un ticked if a personal day If you exceed the 5 nights 6 days rule
48. w no monies has been allocated to date hence the w PROMASTER Travel Plan Details Quick Links Jj Help EY Logoff Home Expenses i Travel Purchase Requisitions Reports iti Document Control Christine Schiller Account Holder Charles Sturt University Travel Plan Itinerary Trip Number 33092 Travel Date 06 01 2015 07 00 to 09 01 2015 16 10 Total Estimate 1285 00 AUD Status Approved Travel Traveller CSCHILLE Christine Schiller Total Allocated 0 00 AUD Reason for Travel amp Private Vehicle Rqst Attd Training and Conference in Sydney Expense Group General Type Return g Booking Provider Booking Status Itinerary 1WaggaWagga New South Wales WGA Sydney New South Wales SYD Date Description Allocated Estimated 1 Air Travel 06 01 2015 07 00 Airline QF Class QF 0 00 150 00 2 Allowance Meals 06 01 2015 PrePaid No Allow MEALALLO 0 00 295 00 3 Allowance Incidentals 06 01 2015 PrePaid No Allow amp n 0 00 0 00 4 Allowance Accommodation 06 01 2015 PrePaid No Allow amp n 0 00 0 00 5 Hotel Stay 06 01 2015 Hotel RYDGES NTH S Room Standar 0 00 540 00 6 Incidental 06 01 2015 Incid TAXI TRAIN BUS Inc Desc Local Taxi 0 00 150 00 Itinerary 1 Totals 0 00 1135 00 Date Description Allocated Estimated 1 Air Travel 09 01 2015 15 00 Airline QF Class QF 0 00 150 00 Itinerary 2 Totals 0 00 150 00 Allowance Breakdown Day Breakfast Lunch Dinner Incidental travel expenses Accommodation 06 01 2015 X CM Poros J
49. your current CSU Password Please enter User ID and Password Forgot Password As we have a Single Sign On you will only be required to do this once ever The Activation link should ONLY be used for this activation process after which you must logon to ProMaster through the normal link The link to this is displayed below and is also available via the Travel Web Page Ongoing ProMaster link which should be saved to your Favourites http Awww csu edu au division finserv promaster Should you encounter any problems please do not hesitate to contact us on either email travelcard csu edu au of phone 34488 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 View Transaction Expense Details in full View Travel Plan Details Dispute Transaction Edit Transaction details a Delete a Visa Card transaction cannot be deleted 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 GZ Waiting Approval Number of Transactions that have moved onto the Approver for their review and action B Waiting GL Post Number of Transac

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