8Trips

This chapter contains the following:

This worked example shows you how to manage trip information in Oracle Expenses and in the corporate travel partner site. This example also demonstrates how to automatically create an expense report from a trip.

It covers the following tasks:

  • Exploring the Trips infotile

  • Logging into GetThere

  • Reviewing booked trips in GetThere

  • Returning to the Travel and Expenses work area

  • Reviewing booked trips in Expenses

  • Consolidating bookings

  • Creating an expense report from a trip

Exploring the Trips Infotile

To explore the Trips infotile, complete these steps:

  1. On the Home page, click About Me > Expenses.

  2. In the Travel and Expenses work area, click the bar on the Trips infotile to activate it and to enable the Book Travel button.

    Note: The Trips infotile is visible only when Expenses is integrated with GetThere, the corporate travel partner. Integration means the travel feature is enabled, an employee has booked a trip, and the itinerary has been imported into Expenses from GetThere.

  3. Click the Canceled link on the Trips infotile to see canceled trips displayed.

  4. Click the Booked link on the Trips infotile to see bookings.

    By default, Expenses creates a name for each trip, but you can change it. Trips also show start and end dates and the type of reservations booked.

Logging into GetThere

To sign in to GetThere, complete these steps:

  1. Click Book Travel.

  2. On the GetThere login page, enter your user name and password.

  3. Click Log in.

Reviewing Booked Trips in GetThere

After signing into GetThere, you can immediately book travel or review previous bookings.

To review booked trips in GetThere, complete these tasks:

  1. Click the Book Travel tab to book new travel.

  2. Click the Manage Trips tab to display previously booked trips.

Returning to the Travel and Expenses Work Area

To return to the Travel and Expenses work area, complete these steps:

  1. Click the Travel and Expenses browser tab.

  2. On the Home page, click About Me > Expenses.

  3. Click the bar on the Trips infotile to activate it.

    To see itineraries in Expenses, the Travel Administrator runs a process to import bookings from GetThere.

Reviewing Booked Trips in Expenses

To review booked trips in Expenses, complete these steps:

  1. In the Travel and Expenses work area, select the Ithaca trip.

  2. Click the Ithaca trip link, Trip: 9/1/16 RIKUKK.

    The Edit Trip page appears. The itinerary details are the same reservations that were booked in GetThere. If you want to change your trip, you make the change in GetThere and then the itinerary is imported again.

Consolidating Bookings

Employees don't always book their airfare, accommodations, and car rental at the same time. To consolidate separately booked reservations into one, complete these steps:

  1. On the Edit Trip page, click Add Travel Item to Trip.

  2. Select a booking that you want to add to the trip.

  3. Repeat Steps 1 and 2 for additional separate bookings.

Creating an Expense Report from a Trip

After you take a trip, you can automatically create an expense report from the trip. The trip expense report selects all eligible corporate card transactions within the date range of the trip. If corporate cards aren't used by employees, the trip expense report creates cash expense lines for dates and amounts found in the itinerary.

To create an expense report from a trip, complete this step:

  1. On the Edit Trip page, click Create Report from Trip.

    The itinerary details on the Edit Trip page are the same reservations that were booked in GetThere. If you want to change your trip, you can make the change in GetThere and then import the itinerary again.

Submitting the Expense Report

On the Create Expense Report page, you can see the expense report that was created from the trip. For each expense, you can see all the details.

  1. To indicate that you have read and accept the travel and expense policies, click the I have read and accept the corporate travel and expense policies check box.

  2. To submit the expense report, click Submit.

  3. In the Warning message regarding missing receipts, click Yes.

    Although you have missing receipts, you can still submit the expense report now and attach or email the missing receipts later.

  4. In the Confirmation message, click OK.

  5. Click Cancel to return to the Travel and Expenses work area.

    Now you can see the trip expense report you created.

Automatic Trip Expense Reports

Your company can choose whether to automatically or manually create expense reports from business trips. A business trip is a collection of items that make up an employee's business travel. For example, a trip may include a travel itinerary and a cash advance. The contents of an automatic trip expense report is based on whether an employee was issued a corporate card or uses cash only. The application automatically creates a trip expense report if the employee selects the application to initiate report creation on the Expenses Preferences page.

If an employee was issued a corporate card, the automatic trip expense report contains corporate card transactions. Expenses attempts to match the travel itinerary reservation with a corporate card transaction.

If an employee doesn't have a corporate card, the automatic trip expense report process creates a report with cash expense items that correspond to each travel reservation item. Other nontravel cash expenses generated by the employee aren't included in this trip expense report.

To automate expense reports based on trips, the following people perform these setup tasks:

  • The system administrator chooses to automate trip expense reports.

  • Each employee selects the timing of the automatic trip expense reports.

Allow Automatic Trip Expense Reports

If your company chooses to automate expense reports from trips, your implementor selects Yes from the Enable Expense Report Automatic Creation choice list in the Processing Options for Expense Report section on the Manage System Options page.

In the Setup and Maintenance work area, use the following to navigate to the Manage System Options page:

  • Offering: Financials

  • Functional Area: Expenses

  • Task: Manage Expenses System Options

Select Timing of Automatic Trip Expense Reports

Once your implementor chooses to automate expense reports from business trips, employees can then select whether they want themselves or Expenses to initiate automatic trip expense reports. Employees specify their preference by selecting an option in the Expense Report Automatically Created from Trip section. Navigation: User's name choice list > Set Preferences > Expenses Preferences

The following table describes the timing of the initiation options.

Initiation Option Description

Employee initiates

Employee selects a trip on the Trips page in the Expenses work area and clicks Create Report from Trip or navigates to the Edit Travel Itinerary page.

Application initiates upon first expenditure

This option is the default value. The process, Process Trip Expense Report, automatically creates an expense report when the first corporate card transaction related to a trip is uploaded to Expenses.

When the process is subsequently run, the expense report is updated with any new corporate card transactions that are related to the trip.

If a new expense report is needed, the application creates one. For example, the application generated one expense report, which was submitted for approvals. Any remaining transactions are added to a new trip expense report.

Application initiates upon trip completion

The process, Process Trip Expense Report, automatically creates an expense report when a trip is completed that contains corporate card transactions that are related to the completed trip.

When the process is subsequently run, the expense report is updated with any new corporate card transactions that are related to the trip.

If a new expense report is needed, the application creates one. For example, the application generated one expense report, which was submitted for approvals. Any remaining transactions are added to a new trip expense report.

Tip: Mobile device users who download corporate card transactions and submit them from their mobile devices are advised to select the Employee initiates option.