Employee Travel Reimbursement Manual

• When logged into Oracle, this is your list of available responsibilities
• Select RIT Reimbursement for Travel

• Select – Request Expense Reimbursement

Note: To speed-up the process of entering your expense report it is helpful to have your receipts readily available

• Complete all required fields (* Indicates each required field)
• It is important to clearly state the business purpose of this trip. The field can accommodate up to 240 characters
• If you traveled alone – Indicate so in the ‘Traveled with’ field
• Enter any Pro Card Expenses associated with this trip – i.e. Registration Fees. If there are none enter zero dollars
• If you answered YES to International Travel you must also complete the Fly America Act filed and enter the currency used for the majority of this trip
• Click Next

• This screen will only be visible to those travelers that have a PNC Travel card and have charges that can be applied to their travel reimbursement.
• If all of the credit card charges can be applied to the travel expense report you are working on then ‘Select All’ or you can click on only those that apply
• Click – Next

• Verify that the credit card transactions pertain to the travel expense report you are currently working on
• Since the dates are when the merchant charged the credit card - modify the dates as needed to match your receipts
• Since airline charges are usually in advance of the actual date of the trip – change the date to coincide with your departure date
• The Expense Type is based on the merchant MCC code – Please verify that the expense type is correct. If the Expense type is not correct choose the appropriate type from the pull down menu

• Select the Expense
• Select - Categorize as Personal
  • If you chose ‘Personal’ the transaction is not available for future use
  • If you chose ‘Remove’ the transactions are available for use at a future date

• The bottom of your page now displays the expense that is considered personal and not reimbursable

• Select –Next
• There are 3 tabs to choose from:
  • Receipt Based Expenses
  • Per Diem Expenses
  • Mileage Expenses

• Enter the date
• Receipt amount
• Select the expense type from the drop down
• Enter the merchant name

Please Note: You are required to enter the details if you chose Hospitality or Miscellaneous

• Enter the start date
• Enter the justification
• Enter the number of days

Note: If you chose per diem instead of the actual cost of the meals you must chose that option for the entire trip

• Enter the date
• Enter the Address – to and from
• The justification/reason
• The trip distance
• Click on Calculate – this will display the reimbursement amount based on the cents per mile

Select – Next if you have entered all of your expenses

• The department charged is derived from your Payroll record unless the traveler set-up a default expense allocation
• The expense type determines the object code
• If needed the account number can be modified on this screen

Select – Next

• Click - Add to attach your receipts

• Give your attachment a title – Anything that is meaningful to you
• Enter a description
• Click the browse button to locate your scanned copies
• Click – Open on your desktop to attach the documents
• Click Apply

• A confirmation at the top of the page confirms that the document was successfully attached

• The employees reimbursement summary, total cost of trip, pre-paid airfare and Pcard Expenses are located at the top of the summary page
• Click – submit