Office of Accounting

What To Do If...

I am a traveler:

-before your trip

-after your trip

I am a delegate:

-before traveler's trip

-after traveler's trip

Traveler-before your trip:

Give your delegate the date/time of your trip and your estimated expenses.  Your actual expenses will be recorded after you return.  If you have questions pertaining to what your meal allotment will be, allowable lodging expenses, etc., please refer to the Travel Regulations and Procedures Manual.  Please note that travel advances are limited to field trips, international trips, or team travel.

Your delegate will enter a Travel Authorization ("TA") in the Travel & Expense Module.  This TA will require your approval; you will receive a Travel Workflow e-mail which you must approve prior to your departure.  If you are attempting to work off-campus in the Travel & Expense Module, you must download the Ball State VPN (enter your Outlook username/password) or else you 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 are 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.

Traveler-after your trip:

Give all original receipts to your delegate.  Verify that the dates/times of your trip match the Travel Authorization you approved prior to departure.  If they do not match, contact your delegate; your delegate will update your Travel Expense Report ("TR") with the appropriate dates/times.

After your delegate completes your TR, the TR will require your approval.  You will receive another 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. 

Delegate-before traveler's trip :

*please note students and graduate assistants must 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

*please also note that 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.

For current travel regulations, please refer to the Travel Regulations and Procedures Manual.  For more detailed how-to's, please refer to the Travel & Expense Management training materials.  To see the approval chain for your area, contact your administrative coordinator.

-Gather all pertinent information pertaining to your traveler's trip.  Assign yourself as the delegate for your traveler in the Travel & Expense Module; go to the traveler's profile and verify that the following fields are completed: remittance address, traveler's e-mail, an approver (should be you, the delegate), and the default funding.

-Complete the Travel Authorization ("TA") and forward the TA to the traveler for approval.  An e-mail will be sent to the traveler through Travel Workflow; the traveler must approve the TA before you can forward the TA to additional approvers. 

-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." 

-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."

-In order for the University to pay a registration, 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.

 Delegate-after traveler's trip :

-Collect all original receipts from the traveler and update the Travel Expense Report ("TR") with actual times/dates and expenses.

-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."

-Once the TR has been completed, original receipts have been received by the Accounting Office (send to Accounting Office-Travel), and the Accounting Office has received all Travel Workflow e-mails, the reimbursement to the traveler will be processed by the Accounting Office.