Timesheet: Travel:

HELP GUIDE: SUBMITTING YOUR TIMESHEET AND NON-LOCAL
TRAVEL VOUCHER FOR THE PITC PQ 2014 ADVANCED
TRAINING!
Timesheet:
  On your timesheets, you are approved to claim up to 4
hours for Thursday 4/24, 8 hours for Friday 4/25 (timesheet
for week ending 4/25), and 4 hours for Saturday 4/26
(timesheet for week ending 5/2) for attendance at the
Advanced Training.
  Please use the CDE cost code (7264.02.200
PITC Y1TII).
  Submit your timesheets to your PQ Program Assistant via
the intranet as per normal weekly procedures.
* Important note: If you have already submitted your timesheet for approval for
week ending 4/25/14 and have not charged your time according to the above
directions, please edit your timesheet to reflect the appropriate number of hours.
Remember, you only need to “save” edits. Do not resubmit for approval, as this
results in a duplicate timesheet submission.
Travel:
Please go to the WestEd intranet, locate your Travel profile, and
click on it.
  Make sure you have all your receipts and copies of your
boarding passes (if applicable). You will need to mail these
into the PQ office with a copy of your voucher form.
  Read the following slides carefully. They provide
information on how to fill out the travel voucher that has
been created for you by your PQ Program Assistant. You will
need to fill out the voucher yourself and submit it for review
and approval by May 5, 2014. We are approaching the
end of our fiscal year, and it is very important that all
expenses are submitted in a timely manner. If you feel you
need extra assistance in meeting this deadline, please let us
know.
1
Please go to your Travel Profile page on the WestEd intranet,
and click on the link to your “Unpaid Non-local Travel” form that
has been created by your PQ Program Assistant.
On your travel form, click on the “Add Expense Voucher” link.
This is where you will report all of your expenses pertaining to
the trip.
On this screen you will find many required fields…please fill in
everything marked with an (*). Pay close attention when choosing
the hours. (The most common mistakes made are the a.m. & p.m.
which cause the per diem to not calculate correctly.)
At the bottom of the same screen: if you are claiming per
diem mark “yes.” If you do not have any other expenses
other than mileage & per diem -> please mark the box
below…and then “save.”
2
On this screen you will mark only the meals that were provided
to you during your trip. Meals provided during the 2014
Advanced Training include:
4/24 – lunch, dinner
4/25 – breakfast, lunch, dinner
4/26 - breakfast
You will need to enter each expense item individually.
Example: for reporting mileage you will need to choose “private auto” and enter
the amount of miles from beginning to ending destination. The system will
calculate the amount due for the number you’ve entered. Click on “save” to
move forward.
The system will then take you to a screen that should look like this
one. It will include a summary of the per diem that you claimed
based upon the hours and dates that you entered. You should
now click on “Add Expense Item.”
The summary page should now look like this… the screen will show you
the mileage, the miles driven, the reimbursement amount, and the
justification.
Please click on “Add Expense Item” to claim another expense for this
trip.
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Here you will add another item: lodging, airfare, shuttle, etc. until you are
finished claiming all of your out of pocket expense items.
Then click on “save.”
At this point, please choose Pui Kwong as your “Reviewer”, and
Arlene Paxton as your “Approver” using the pull-down menus. The
comment boxes may stay blank. Then, click on “Submit for
Review & Approval.”
Your summary page has now added all of your expenses. If you make a
mistake, you can edit or remove individual items by clicking on the “edit”
or “remove” links. You are now ready to submit to your Reviewer/
Approver. please click on “Request Voucher Review/Approval.”
This page shows you that you have submitted your travel expense
voucher for review and approval, with confirmation of the date and time
of your submission.
Now, print this page and attach the original receipts pertaining to this trip
and mail your documents to your PQ Program Assistant for processing.
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That’s it!*
Please contact your PQ
Program Assistant if you have
any questions.
*Reminder: Deadline for submission of your
travel voucher is 5/5/14!
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