Manage Trip Expense Reports

This worked example shows you how to manage trip information in Oracle Expenses and in the corporate travel partner site.

This example uses GetThere as the corporate travel partner. The example also demonstrates how to automatically create an expense report from a trip.

It covers the following tasks:

• Explore the Trips tab

• Sign into the travel partner site

• Review booked trips in the travel partner site

• Review booked trips in Expenses

• Consolidate bookings

• Create an expense report from a trip

Explore the Trips Tab

To explore the Trips tab, complete these steps:

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

2. In the Travel and Expenses work area, click the Trips tab.

   The Trips tab displays details of your booked trips. By default, Expenses creates a name for each trip, but you can change it. You can also see the start and end dates of your trip, the type of reservations booked, and the total amount.

   Note: The Trips tab is visible only when travel is enabled for your business unit.

Sign into the Travel Partner Site

You sign into the travel partner site to book travel or review the previous bookings. This example uses GetThere as the travel partner. To sign into GetThere, complete these steps:

1. In the Trips tab, click Book Travel.

   The GetThere travel site opens in a new browser tab.

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

3. Click Log in.

Review Booked Trips in the Travel Partner Site

After signing into the travel partner site, 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.

Review Booked Trips in Expenses

To review booked trips in Expenses, complete these steps:

1. Click the Travel and Expenses browser tab and return to the Trips tab.

   The updated itineraries are displayed in Expenses after your Travel Administrator runs the process to import or validate bookings from the corporate travel partner.

2. After the itineraries are available in Expenses, you can view them in the Trips tab.

3. To review the details of a trip, click the trip.

   The Edit Trip page appears. The itinerary details are the same reservations that were booked in the travel partner site. If you want to make changes to your trip, make them in travel partner site. The updated itinerary is fetched from the travel partner again.

Consolidate 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.

Create 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.

Submit 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.