Follow these instructions to fill out a pre-authorization request form before incurring the expense. Note that some of the steps do not apply if you are filling out a materials or education request.
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Click Travel Info. The Travel Information screen appears.
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Enter a start date.
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Enter an end date.
Note: If you entered at least two dates in the Travel Reservations section on the Itinerary Information screen, then the start and end dates are pre-filled on the Travel Information screen.
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Enter the date when you will return to the office.
Hint: You can . You can also click 
to the right of any date field to select a date from a calendar.
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If you will take any paid time off while you travel, click the PTO check box, then enter the PTO from and to dates.
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Enter the city, state, and country to which you are traveling.
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For the company you are visiting, enter the company name, contact name, and contact phone number, including extension.
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Click OK. The Edit Pre-Authorization Request screen reappears with the Start Date and End Date fields filled in with the dates that you entered. The Travel Info button image changes to indicate that you have entered travel data.
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Depending on your administrator's settings, an Itinerary Info button may appear for you to enter the itinerary details for your travel plans.
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Depending on your administrator's settings, the request number is either blank, or it defaults to the system’s next available number. If it is blank, you must enter a request number. If you do not know the number to enter, ask your e-xpense administrator.
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If you are entering a materials request, enter a required date.
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Enter a brief description of the expense for which you are requesting authorization.
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If you wish, you can enter a detailed, longer description in addition to the brief, required one that you entered above.
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To identify the area from which you want to obtain per diem rates, enter a location code, or click 
to the right of the field to look up a location code.
After you add a location code to the request, you can review location details like per diem rates by clicking 
to the far right of the field.
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Do one of the following to enter a job. This should be the prime job that you will use on the expense report. Depending on your administrator’s settings, you may be required to enter a job in order to save the request.
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Select a job from the dropdown list, which shows all of the jobs in your personal list.
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If the job that you are looking for is not in the dropdown list, and the list shows a Search option, you can select it to look up a job from the company master. You will have the option to add the job that you select from the company master to your personal list for future ease of entry.
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To type the job, select Manual Entry from the dropdown list. On the Manual Entry screen, enter the job code. If you have access to the company job master, then you can click the Add this Job to the personal Job list (user-defined label) check box if you wish. Click OK to add the job that you entered to the request.
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If you are entering a travel request, then you can make entries in the Trip Authorization No. and Trip No. fields.
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If you are entering a travel request, the expense form’s setup may allow a Multiple Expense Reports check box to appear. If this is the case, click the check box if you plan to enter multiple expense reports for this request.
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In the Cost Information area, the currency is required. If the currency does not default, or if it does but it is editable and you want to change it, you can enter a currency or click to the right of the field to look it up.
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You can enter an amount for Total Estimated Costs, or you can break down your estimated expenses by categories by clicking Itemize Cost.
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In the Advance Payment Information area, enter an amount in the Advance Amount Requested field if you wish. Note that depending on your administrator's settings, some forms may not allow you to enter an advance amount.
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Click Save to save your request.
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When you are ready to submit your request, do the following.
Depending on how your administrator set up the expense form, your request may have one or multiple approvers. e-xpense emails your approvers to notify them of your request. Once the required number of approvers sanction your request, the system notifies you via email. The next step for you at that point is to proceed with the expense, then fill out an expense report to provide the final cost data.