Office of Accounting

FAQs

I am receiving a "404" message or a blank page when attempting to log in to the Travel & Expense Module from the Travel Workflow e-mail.  What do I do?

I would like Ball State University to pay my registration fee.  What do I do?

I have already prepaid for some or all of my travel expenses prior to my trip.  Can I be reimbursed for all of these expenses before the trip?

One of my Travel Authorizations ("TA") or Travel Expense Reports ("TR") is stuck in Workflow.  How can I release this document back into Workflow so it can be approved by another approver?

How do I process a Travel Authorization ("TA") or Travel Expense Report ("TR") if all or part of the travel is funded by a grant?

I am the last approver for this TA or TR.  What do I do now?

I do not require a reimbursement for my trip, but I would like to use a University vehicle.  What should I do?

Is there a report which shows TAs/TRs by delegate?

How can I check the status of a TA/TR?  How do I know if a TR has been paid?

What are allowable travel expenses?  Are there limitations on what can be reimbursed for lodging, meals, etc.?

How do I know who the next approver is for a TA/TR?  How do I forward a travel document to the next approver?

What do I do if a traveler has already made a trip with no approved Travel Authorization and now wants reimbursed?

I can't print my TR, or the traveler has not received a Workflow e-mail for the TR, or the traveler gets an error message stating there is no signed approver...what do I do?

How do I process a Travel Authorization for a student or graduate assistant?  Is this allowable?

I want to book my travel through a travel agency.  Is that allowed?

Are passport fees/visas reimbursable through the Travel module?

I am receiving a "404" message or a blank page when attempting to log in to the Travel & Expense Module from the Travel Workflow e-mail. What do I do?

You will receive this error if:

-the user was not set up properly in the Travel & Expense Module.  Please forward the user's name and Ball State ID# to travel@bsu.edu.

-the user is attempting to log in to the Travel & Expense Module from an off-campus location and has not downloaded VPN.  Anyone working off-campus in the Travel & Expense Module must download the Ball State VPN (enter your Outlook username/password) or else the user will not be able to log in to the Travel & Expense Module.  You must log in to VPN each time you attempt to access the Travel & Expense Module if you are working from an off-campus location.

If you log in and receive a blank page, try clicking the 'refresh' button in your web browser and the Travel module should load.

I would like Ball State University to pay my registration fee. What do I do?

If you are a traveler attending a conference, send all applicable conference information to your delegate prior to your departure. If a conference registration fee needs to be paid, your delegate will contact the Accounting Office; the Accounting Office will then remit the registration payment.

If you are a delegate processing a conference registration for a traveler, you must send an approved TA with the registration information listed in the "Non-Reimbursable" section of "Estimated Expenses" in "Expense Manager" to the Accounting Office-Travel.

The delegate will receive an e-mail if the conferernce was paid with the Travel departmental credit card.

I have already prepaid for some or all of my travel expenses prior to my trip. Can I be reimbursed for all of these expenses before the trip?

Registration and airfare prepayments can be fully reimbursed prior to your trip with an original, paid receipt.  Lodging reimbursements are processed after you return unless you have an original, paid receipt.  Confirmation of a room reservation will not suffice in order to receive reimbursement.

Your delegate can process a Travel Expense Report ("TR") if you have provided original receipts showing the items have been paid.  After your delegate completes your TR, the TR will require your approval. You will receive a Travel Workflow e-mail which you must approve in order to be reimbursed for your travel expenses. Once your TR has been approved by all applicable parties, you will receive your reimbursement. Click here to enroll in direct deposit if you have not already done so.

One of my Travel Authorizations ("TA") or Travel Expense Reports ("TR") is stuck in Workflow. How can I release this document back into Workflow so it can be approved by another approver?

E-mail travel@bsu.edu with the TA or TR number and the e-mail address of the next approver. 

How do I process a Travel Authorization ("TA") or Travel Expense Report ("TR") if all or part of the travel is funded by a grant?

If the trip is funded (in-part or in-total) by a grant, please forward to the appropriate Grant Specialist in the Contracts & Grants Office.

I am the last approver for this TA or TR. What do I do now?

If you are the last approver, enter travel@bsu.edu in the "Additional Approver's Email Address" field and press "Complete."

I do not require a reimbursement for my trip, but I would like to use a University vehicle. What should I do?

The TA should have "Authorization Only" selected from the drop-down box of the "Estimated Expenses" section under the "Reimbursable" tab.  If there is nothing listed in the "Reimbursable" section, the form will be returned for corrections by the Accounting Office.  On the "Non-Reimbursable" tab, you must choose "Motor Pool" from the drop-down box.

To request the vehicle, the delegate should access Fleet Commander to schedule the vehicle and should e-mail an approved Travel Authorization to transport@bsu.edu.  To e-mail a TA to Transportation, from the Travel & Expense Module, click the "View and Submit" button, click "Print," click "Detailed Report," and then click the envelope icon.  Choose "Copy" and a new e-mail will be generated in Outlook.

Is there a report which shows TAs/TRs by delegate?

There is an Argos report which contains this information.  It is located in (in Argos): Production<FI<Accounting<Traveler by Delegate.  Please contact the Help Desk if you have access issues.

How can I check the status of a TA/TR? How do I know if a TR has been paid?

You can check the status history of any travel document ("TA" for authorizations, "TR" for expense reports) by opening the document, clicking on "Status History," and clicking on "Workflow Approvals."  If the TR has been paid, "Paid" appears on the status of the Travel & Expense Module.

You can view the document postings by looking in Self-Service Banner.  In SSB, go to "Finance" and then "View Document."  Choose "Invoice" as the "Type."  The document number is the "TR" number.

What are allowable travel expenses? Are there limitations on what can be reimbursed for lodging, meals, etc.?

Current travel regulations can be found by accessing the Travel Regulations and Procedures Manual.

How do I know who the next approver is for a TA/TR? How do I forward a travel document to the next approver?

To see the approval chain for your area, contact your administrative coordinator.

To forward to additional approvers, mark the "Approve and Add An Approver" radio button in the Travel Workflow e-mail you receive, and then enter the next approver's e-mail address (EX: jdoe@bsu.edu) in the "Additional Approver's Email Address" field. Press "Complete." If the trip is funded (in-part or in-total) by a grant, please forward to the appropriate Grant Specialist in the Contracts & Grants Office. If you are the last approver, enter travel@bsu.edu in the "Additional Approver's Email Address" field and press "Complete."

What do I do if a traveler has already made a trip with no approved Travel Authorization and now wants reimbursed?

It is incumbent upon each individual area to determine whether the traveler should be reimbursed or not in this case.  The University requires a traveler to have an approved Travel Authoriztion on file to be absent from the University.

I can't print my TR, or the traveler has not received a Workflow e-mail for the TR, or the traveler gets an error message stating there is no signed approver...what do I do?

In the traveler's profile, all of the following fields need to be completed: remittance address, traveler's e-mail, an approver (should be you, the delegate), and the default funding.

How do I process a Travel Authorization for a student or graduate assistant? Is this allowable?

Students and graduate assistants must first be assigned the appropriate roles in the Travel & Expense Module. E-mail the name and Ball State ID# of the student to travel@bsu.edu.  The Travel Authorization/Travel Expense Report can then be processed in the Travel & Expense Module.

Student travel authorizations and reimbursements should follow BSU employee travel guidelines.

I want to book my travel through a travel agency. Is that allowed?

That determination is made at the departmental level.  Travel agencies charges fees, and it is up to the department to determine if the travel should be booked through the travel agency.  The Accounting Office will reimburse the total invoiced amount from the agency should your department approve the expenses through the travel agency.

Submit the invoice from the travel agency with your approved travel authorization.

Are passport fees/visas reimbursable through the Travel module?

The University does not reimburse expenditures for passports.  Visas may be reimubursed through the Travel module with an original, paid receipt.