Entering an itinerary

Itinerary entry is a new feature in e-xpense.

Your administrator’s settings determine whether itinerary entry is available, and if so whether it is optional or required in order to submit a travel request. If it is allowed, then you can see an Itinerary button on the Edit Pre-Authorization Request screen. If it is required, then you will have to enter, at minimum, two lines of travel reservations and one line of hotel information.

Below is an image of the Itinerary Information screen, where you enter more detailed data about your travel plans.

preauth_itinerary.jpg

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  1. General Information
    (user-defined label)

You can provide the following data. All check boxes are blank by default. Your administrator's settings determine which questions appear in this section as well as the text of the questions.

  1. Whether a receipt is required per contract.

  2. Whether any part of the trip is being provided by outside sources. If yes, list the percent and source company in the field to the right.

  3. Whether your trip includes international travel. If yes, list the countries that you will be traveling to in the field to the right.

  4. Whether you have submitted an approved ITN form, which is required for international travel.

  1. Security Information
    (user-defined label)

You can provide the following data. All check boxes are blank by default. Your administrator's settings determine which questions appear in this section as well as the text of the questions.

  1. Whether this trip requires access to classified information.

  2. If yes, indicate whether you have notified the company security office.

  3. Whether this trip requires you to certify the unavailability of United States carriers.

  4. Whether you will require the use of military aircraft for this trip.

  1. Travel Reservations

In this section, enter the following information about your travel plans.

  1. The date when you will depart.

  2. The city that you are traveling from.

  3. The city that you are traveling to.

  4. If applicable, the staff person who you will be traveling with in the Accompanied by field.

  5. The means by which you will be traveling. For example, air.

By default, two blank travel lines appear. If you are traveling to more than two cities, click Add before you enter information for each of lines three and up.

If you want to delete any of lines three and up, click Delete to the right of the lines; this removes the bottom line, and you can repeat as needed. You cannot delete lines one and two in their entirety, but you can delete data cell-by-cell.

  1. Hotel Information

In this section, enter the following data about your lodging and rental car needs.

  1. The city where you will be staying.

  2. Hotel preference if applicable, or just enter None.

  3. The range of dates when you will be staying at the hotel.

  4. Whether you are attending a conference or seminar.

  5. Whether you require a rental car.

By default, one blank hotel line appears. If your travel plans include more than one city where you will be staying overnight, click Add before you enter information for each of lines two and up.

If you want to delete any of lines two and up, click Delete to the right of the lines; this removes the bottom line, and you can repeat as needed. You cannot delete line one in its entirety, but you can delete data cell-by-cell.

  1. OK

    Cancel

Click OK to save your itinerary data and return to the Edit Pre-Authorization Request screen.

To exit the screen without saving any entries that you made since opening it, click Cancel.