Office of Accounting

FAQs

Where can I go to learn more about Egencia?

Banner Travel is displaying inaccurate dates (negative years or other non-current dates).  What do I do?

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?

Where can I go to learn more about Egencia?

All Egencia resources, including profile setup, how to book, and other considerations, can be found here.

Banner Travel is displaying inaccurate dates (negative years or other non-current dates).  What do I do?

You can try a different browser, clear the browser history, close and re-open the browser, or wait and try later.  If none of this works, please contact travel@bsu.edu for assistance.

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 typically 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.

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?

Please review the Conference Registration Payments page for the appropriate procedures.

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. Receipts must be submitted within 60 days of the purchase date; receipts submitted outside the 60-day window will not be reimbursed.  Please review the Expense Reimbursements Accountable Plan procedures for more information. 

Confirmation of a room reservation will not suffice in order to receive reimbursement.  Please review the Ball State University Travel Policy for receipt requirements.

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.

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 Sponsored Projects Administration.

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, under the "Approve and Add Approver" radio button, 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 BSU Travel.  On the "Non-Reimbursable" tab, you must choose "Motor Pool" from the drop-down box.  Please visit the Transportation Services website for more information about University vehicles.

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.  

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.?

Please review the Ball State University Travel Policy for more information.

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 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 Sponsored Projects Administration. 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 Authorization on file prior to traveling.

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 assigned 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, and the default funding.  Contact travel@bsu.edu for assistance.

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

Student travel authorizations and reimbursements may be processed in the Travel Module and should follow BSU employee travel guidelines.

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

University Policy states that all University travel should be booked using the University's dedicated booking tool (Egencia). 

Are passport fees/visas reimbursable through the Travel module?

The University does not typically reimburse expenditures for passports.  Visas may be reimbursed through the Travel module with an original, paid receipt, submitted within 60 days of the purchase date.