Travel and Expense Management
Training Manual









AP & Travel
Colorado School of Mines
Chris Stuart Tolford - 303.273.3274
Mane Poghosyan - 303.273.3976
aptravel@mines.edu

Contents
Logging in to TEM .......................................................................................................................................... 3
How to Create a Travel Authorization Report .............................................................................................. 4
Changing the Default Index....................................................................................................................... 5
Itinerary ..................................................................................................................................................... 6
Estimated Expenses .................................................................................................................................. 7
Attachments .............................................................................................................................................. 7
Requesting a Cash Advance ...................................................................................................................... 8
Editing the Authorization Report .............................................................................................................. 8
Tips and Tricks for TAs .............................................................................................................................. 9
How to Create a Travel Expense Report ..................................................................................................... 10
Deleting and Adding an Expense ............................................................................................................ 11
Bringing in a Credit Card Charge ............................................................................................................. 12
Changing the Funding on a Specific Expense .......................................................................................... 15
Attachments ............................................................................................................................................ 16
Tips and Tricks for Travel Reports ........................................................................................................... 16
How to Create a Voucher Expense Report ................................................................................................. 17
Changing the Default Index..................................................................................................................... 18
Recording the Expenses .......................................................................................................................... 18
Changing the Funding on a Specific Expense .......................................................................................... 19
Attachments ............................................................................................................................................ 20
Tips and Tricks for Voucher Report ......................................................................................................... 20
How to Create a Procurement Expense Report .......................................................................................... 21
Changing the Default Index..................................................................................................................... 22
Bringing in a Credit Card Charge ............................................................................................................. 23
Changing the Funding on a Specific Expense .......................................................................................... 25
Attachments ............................................................................................................................................ 26
Tips and Tricks for Procurement Report ................................................................................................. 26
How to act as a Delegate ............................................................................................................................ 27
Common Errors ........................................................................................................................................... 28

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Logging in to TEM
Use only Internet Explorer or Firefox. Chrome is not recommended and Safari doesn’t work at all.
Go to the TEM page from the Travel Website and login to TEM Production using your username and
multi-pass password (ADIT password).
https://travel.mines.edu/tvlexp-prod/tvlexp-flex/index.html



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How to Create a Travel Authorization Report
Click on the Expense Manager tab at the top of TEM.

Click on Authorization Reports tab on the left hand side of the screen and click New at the top to
open the General Information Screen.


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Report Name - name the report based on the required naming convention: T for travel, username,
date of first day of travel, description (example: Tkboster11/27/14 Alamosa)
Purpose - select from the dropdown menu.
Description - put in a description. Remember this is why you are incurring your expenses or the
purpose of your travel, not what the expenses are.
Report Type - select Travel from the Report Type.
Report Date - It will automatically default to a current date. No need to change it.
Affiliation - select from the dropdown menu.
Changing the Default Index
Click on the pencil to bring up the edit screen.

If an entirely new index needs to be put in, click the “X” next to the current index to delete. The Chart
needs to be a capital O, tab over to Index and put in your new Index, and hit tab to populate the Fund,
Org and Program. Notice the account code does not populate because this is driven by the expense
type when you get into the actual report. Do no try to enter an account code. Change the percentage, if
needed (will default to 100%). Click Add to save your changes. The new index will appear below the line
where it was entered. Keep adding indexes if additional ones are needed, and verify that it equals
100%. Click Save.
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If the default funding is correct but needs to be split with more indexes, do not hit the “X,” instead
highlight the index to bring it up into the top to edit. Correct the percentage and hit Add then continue
to add more indexes until it equals 100%. Click Save.
Click Save and Continue on the General Information screen to go to the next screen.
Itinerary
Change the From date to when you leave and change the To date to when you are returning. Times do
not matter because Per Diems are not calculated based on this.
Click on Search Location under From and type in your departure city (Golden, your home, etc) and hit
Enter. Double-click on the city. Note: the zip code is not important, as long as the city and state are
correct.
For domestic travel: click on Search Location under To and type in your destination city and hit Enter.
Double-click on the city. Note: the zip code is not important, as long as the city and state are correct.
For international travel: Put your cursor in the City under To and type in your destination city. Tab down
to Nation, click on the ellipsis (…) and search for the country. Double-click on the country. Do not
populate the State/Province field.
Hit Add to bring the itinerary down to the bottom.
If multiple locations are involved on multiple days, keep adding itineraries until the entire trip is
accounted for down below. Remember that the last day assumes you are coming home; do not put in
another itinerary from your destination back to Colorado.
Hit Save.
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Estimated Expenses
Type - select the most appropriate expense type from the Expense Type dropdown list. Be mindful of
the different expense types, i.e. Out of State vs International.
Receipt Amount - put in your estimated expense amount.
Paid By - select how the expense is expected to be paid: out of pocket, One Card (includes Event Card
and Ghost Card), or by a 3rd Party.
Provider, Location and Description are optional.
Hit Save after every expense type to bring it onto the expense report section of the report
Note: Per Diems will need to be done by day, while other expenses (lodging, rental car, etc.) can be put
in as a lump sum on one day.
Attachments
Click on the Attachment tab on the left-hand side then click New at the top and browse any previously
scanned supporting documentation, if any. Remember that attachments do not automatically come
over to the expense report. If you need an attachment on that report too, you will need to re-attach at
that point. You must also add each file individually.



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Requesting a Cash Advance
If you are the traveler and wish to request a cash advance, before the report is submitted for approval,
click on Authorization Report tab on the left and click on Request Advance button in the bottom.

Note: the delegate cannot request the cash advance on behalf of the traveler.
On the Advance Rule screen you must select the most appropriate rule from the dropdown. In most
cases this will be an Individual Cash Advance.
Hit Continue and put in your requested amount in the Requested Amount field.
Editing the Authorization Report
If you need to edit or add any other information on the report, you can click on the left hand tabs at any
point prior to submission for approval.
Authorization Report is the home screen.
General Information is basic information about the travel.
Itinerary is your expected itinerary for the travel.
Estimated Expenses are all of your expected costs for the trip.
Attachments are for anything you may need to attach to the TA, though attachments are not required
on the TA.
Comments should be used for any comments you wish to place on the report i.e. “Please approve
immediately,” “This is on John Smith’s account and needs to be routed to him for approval” etc.
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Related Documents just shows whether or not there are other documents connected to this report. As
this is a TA, this will only show a cash advance if one has been requested.
Status History shows the document moving through the approval chains. Once the TA has been
submitted and moved to the next person, this will populate.
Submitting the finalized Authorization Report for approval:
If the report is completed, hit the View or Submit Report button to bring you back to the home screen,
where you’ll see either the Submit button, if it is your own TA, or the Traveler Review button, if you are
a Delegate.
Tips and Tricks for TAs
 Be sure to hit Add and Save whenever possible
 Remember these are only estimated expenses and there will be ways to change the amounts if
needed
 You can hit a letter on your keyboard to bring it up in the expense list, but it is only a 1 letter
shortcut
 If an Authorization is returned for any reason and a cash advance was requested, it will cancel
out and the cash advance must be re-requested at time of submission



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How to Create a Travel Expense Report
Click on the Expense Manager Tab at the top of TEM

Click on Authorization Reports on the left hand side of the screen
Highlight the Travel Authorization that you wish to turn into an Expense Report (do not double click).
Remember that the TA must say Approved before a Travel Expense Report can be generated. Hit
Generate Expense Report on the bottom right of the screen.

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The confirmation screen will pop up in case you need to change any of the information. Click Save.

You will be taken directly into the Expense Report Screen.
Find your Expense Report which will say In Process, notice that the Report Name is the same as what
was on the related Travel Authorization. Double click on the report to get into the report itself. This will
bring you directly into the home screen.

Click on Expenses on the left-hand side to go into your expense report to convert the estimated
expenses to your actual expenses. You can also bring in any credit card transactions that you may have
had.

Deleting and Adding an Expense
Click on the “X” next to any expense to delete it. Select a new expense from the Type dropdown to add
a new expense. If you need to edit any amounts, descriptions, dates, etc. on any expense, select it to
bring it up into the top, do your edit and hit Save


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Bringing in a Credit Card Charge
If you estimated an expense on your TA, click Access Card Charges on the bottom right. This will bring
you into your credit card screen. Check box the expense(s) you wish to add to this report and click
Assign Report.

A screen will pop up with your charge on the left and your estimated expense(s) on the right. Highlight
the charge on the left and hit Match. Confirm which estimate you want to change by checking the box
next to it and hit OK. This will change the estimated expense to the actual charge from the credit card.
There will be a green check mark showing that it is a reconciled credit card charge. Continue to match
any existing estimated expenses with the actual credit card charge and hit Save after you are done.
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If you paid for something on the school’s credit card that was not estimated on your Authorization,
simply hit Access Card Charges again, check the box of the charge you would like to add to the report,
hit Assign Report and now the assign Charges screen will look a little different. The charge is on the left,
but there is no estimate on the right.
Highlight the charge, hit Add and then Save.

The charge will be on the report but it now says Pcard, which is not a valid expense type. Highlight the
charge to edit it (do not check box it or double click) and assign it an Expense Type. You will also need to
change the Paid By to One Card. Hit Save.
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It should now say the expense type you picked, which means it now has an account code assigned to it.
You can add, delete, or edit any charges on this report now to make it a finalized report. Pay attention
to the symbols. The Person symbol means Out of Pocket and the building symbol means One Card or
3rd Party Pay.


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Changing the Funding on a Specific Expense
If you need to change the funding on a specific charge, highlight the charge in the expense report and hit
Funding at the top right (mid screen). Change the funding as needed and make sure to hit Save in order
to make the change.

Once the report is complete, hit View or Submit Report and double check that every charge is where
you expect it to be by using the pages at the bottom. You can also double check the accounting if you
need to. Make sure to add your attachments before you submit. Once finalized, hit Submit to send to
the Profile supervisor or Traveler Review to submit to the traveler if you are acting as a delegate.
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Attachments
Click on the Attachment tab on the left-hand side then click New at the top and browse any previously
scanned supporting documentation, if any. Remember that attachments do not automatically come
over to the expense report. If you need an attachment on that report too, you will need to re-attach at
that point. You must also add each file individually.

Tips and Tricks for Travel Reports
 The Exceeds Authorized Amount warning is not a true error. It is only telling you the expense
report is for more than what was estimated for. It will allow you to continue.
 Once you become more familiar with the credit card screen you can add and match all the credit
card charges at one time instead of hitting Access Card Charges in between
 Do not double click on any of the expenses in the report itself or the credit card charges
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How to Create a Voucher Expense Report
Click on the Expense Manager Tab at the top of TEM. Click on Expense Reports on the left hand side
of the screen. Click New at the top to open the General Information Screen.

Report Name: Name the report based on the required naming convention (V for Voucher, username,
date of expense or current date-date format doesn’t matter).
Purpose: Select a Purpose from the dropdown menu.
Description: Put in a description. Remember this is why you are incurring your expenses, not what the
expenses are.
Report Type: Select Voucher from the Report Type.
Report Date: It will automatically default to a current date. Please refer to the Year End policy if this is
in June.
Affiliation: Select Affiliation from dropdown menu.



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Changing the Default Index
Click on the pencil to bring up the edit screen.
If an entirely new index needs to be put in, click the “X” next to the current index to delete. The Chart
needs to be a capital O, tab over to Index and put in your new Index, and hit tab to populate the Fund,
Org and Program. Notice the account code does not populate because this is driven by the expense
type when you get into the actual report. Do no try to enter an account code. Change the percentage, if
needed (will default to 100%). Click Add to save your changes. The new index will appear below the line
where it was entered. Keep adding indexes if additional ones are needed, and verify that it equals
100%. Click Save.
If the default funding is correct but needs to be split with more indexes, do not hit the “X,” instead
highlight the index to bring it up into the top to edit. Correct the percentage and hit Add then continue
to add more indexes until it equals 100%. Click Save.
Click Save and Continue to go to next screen.
Recording the Expenses
Type: Select the most appropriate expense type from the Expense Type dropdown list.
Receipt Amount: Put in the requested reimbursement amount.
Paid By: Select Out of Pocket as this is a Voucher.
Hit Save after every expense type to bring it onto the expense report down below.
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Changing the Funding on a Specific Expense
If you need to change the funding on a specific charge, highlight the charge in the expense report and hit
Funding at the top right (mid screen). Change the funding as necessary and make sure to hit Save in
order to make the change.

View or Submit (button exists on all left-hand tabs):
If you are finished, hit the View or Submit Report button to bring you back to the home screen, where
you actually submit the report to your Profile supervisor. If you need to add any attachments, please do
so before you hit Submit.
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Attachments
Click on the Attachment tab on the left-hand side then click New at the top and browse any previously
scanned receipts. You must add each file individually.
If you need to edit or add any other information, you can click on the left hand tabs at any point.
Expense Report is the home screen.
General Information is basic information about the report.
Expenses are all of your incurred out-of-pocket expenses.
Attachments are for anything you may need to attach to the voucher request, such as receipts.
Comments should be used for any comments you wish to place on the report i.e. “Please approve
immediately,” “This is on John Smith’s account and needs to be routed to him for approval” etc.
Related Documents just shows whether or not there are other documents connected to this report.
Status History shows the document moving through the approval chains. Once the report has been
submitted and moved to the next person, this will populate.
Once finalized, hit Submit to submit to the Profile Supervisor or Traveler Review to submit to the user
for review if you are acting as a Delegate.
Tips and Tricks for Voucher Report
 Make sure all of your expenses are listed as Out of Pocket as a Voucher is only for out of pocket
expenses.
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How to Create a Procurement Expense Report
Click on the Expense Manager Tab at the top of TEM. Click on Expense Reports on the left hand side
of the screen. Click New at the top to open the General Information Screen.
Report Name: Name the report based on the required naming convention (P for Procurement,
username, date of expense or current date-date format doesn’t matter).
Purpose: Select a Purpose from the dropdown menu.
Description: Put in a description. Remember this is why you are incurring your expenses, not what the
expenses are.
Report Type: Select Procurement from the Report Type.
Report Date: It will automatically default to a current date. Please refer to the Year End policy if this is
in June.
Affiliation: Select Affiliation from dropdown menu.


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Changing the Default Index
Click on the pencil to bring up the edit screen.
If an entirely new index needs to be put in, click the “X” next to the current index to delete. The Chart
needs to be a capital O, tab over to Index and put in your new Index, and hit tab to populate the Fund,
Org and Program. Notice the account code does not populate because this is driven by the expense
type when you get into the actual report. Do no try to enter an account code. Change the percentage, if
needed (will default to 100%). Click Add to save your changes. The new index will appear below the line
where it was entered. Keep adding indexes if additional ones are needed, and verify that it equals
100%. Click Save.
If the default funding is correct but needs to be split with more indexes, do not hit the “X,” instead
highlight the index to bring it up into the top to edit. Correct the percentage and hit Add then continue
to add more indexes until it equals 100%. Click Save.
Click Save and Continue to go to next screen.
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Bringing in a Credit Card Charge
Click Access Card Charges on the bottom right. This will bring you into your credit card screen. Check
box the expense(s) you wish to add to this report and click Assign Report.

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A screen will pop up with your charge on the left side. Highlight the charge, hit Add. This charge will now
have a green check mark showing that it is a reconciled credit card charge. Continue to add as many
credit card charges as you want and hit Save after you are done.
The credit card charge will be on the report but they now say Pcard as the expense type which is not a
valid expense type. Highlight the expense to edit it (do not check the box or double click) and assign it
an appropriate Expense Type. You will also need to change the Paid By to One Card. Hit Save.

It should now indicate the expense type you picked, which means it now has an account code assigned
to it. You can add, delete, or edit any charge on this report now to make it a finalized report. Pay
attention to the symbols. There should be no Out of Pocket expenses on the Procurement Report.


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Changing the Funding on a Specific Expense
If you need to change the funding on a specific charge, highlight the charge in the expense report and hit
Funding at the top right (mid screen). Change the funding as needed and make sure to hit Save in order
to make the change.

View or Submit (button exists on all left-hand tabs):
If you are finished, hit the View or Submit Report button to bring you back to the home screen, where
you actually submit the report to your Profile supervisor. If you need to add any attachments, please do
so before you hit Submit


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Attachments
Click on the Attachment tab on the left-hand side then click New at the top and browse any previously
scanned receipts.

Expense Report is the home screen.
General Information is basic information about the report.
Expenses are all of your incurred out-of-pocket expenses.
Attachments are for anything you may need to attach to the voucher request, such as receipts.
Comments should be used for any comments you wish to place on the report i.e. “Please approve
immediately,” “This is on John Smith’s account and needs to be routed to him for approval” etc.
Related Documents just shows whether or not there are other documents connected to this report.
Status History shows the document moving through the approval chains. Once the report has been
submitted and moved to the next person, this will populate.
Once finalized, hit Submit to submit to the Profile Supervisor or Traveler Review to submit to the user
for review if you are acting as a Delegate.
Tips and Tricks for Procurement Report
 Make sure all of your expenses are listed as One Card as a Procurement is only for Mines issued
credit card expenses.
 Make sure all symbols are a greyed out building symbol with a green check mark showing that
the charge is reconciled
 Make sure the word Pcard does not exist on the report anywhere otherwise an error will occur
and the report will not process.
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How to act as a Delegate
You will first need the Delegate role. Please contact the Controller’s Office if you need this
ability. They will also need to know who you will need to be a delegate for in order to load
them to you
Click on the Delegate tab at the top of TEM. Pick the person you wish to act as a delegate for
from the dropdown list.
You are now acting on their behalf. Follow the steps above for any type of report you need to
do for them.
Once you have completed a report on their behalf, you will hit Traveler Review in order to send
them an email so they know you have completed something. They will then need to log in and
submit it to their Profile Supervisor




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Common Errors

This error exists when the expense report still has an unallocated credit card. Either Pcard still exists in
the Expense Type or the Paid By or there is a black institutional symbol waiting for a credit card charge
to be reconciled against it


This occurs when an accounting period is closed. You need to go into the General Information screen
and change the Report Date to a date that is in an open accounting period in the finance system.
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This occurs when you are changing the funding on a certain expense type and the funding put in does
not equal 100%. You need to go back into the funding screen for that expense and make sure the
index(es) equal(s) 100%

Credits need to be processed a very specific way. Please see the Processing Credits section on the TEM
website



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