Create a Travel Reimbursement Request

Reimbursement requests can only be created against approved purchase orders, and there are three types — travel form, within city mileage form, and claim form. Click here for more information on reimbursement requests.

This topic describes how to create a travel reimbursement request, used for out of town travel items — such as mileage, hotel/lodging, meals, tips/gratuities, transportation — including flights, vehicle rentals, taxi/shuttle, parking/tolls, gas, and other.

Create a travel reimbursement request

1. Login to WebSmart, and select Employee Portal from My Portal in the Module pull-down list on the top of the screen. The Employee Portal window opens displaying multiple tabs.

2. Click the Reimbursements tab, and the Reimbursement Forms window opens.

3. Click Create New Form, and the New Reimbursement Form window opens.

4. Complete the header fields as described.

• Purchase Order Reference: Select a PO and one of the items from the pull-down lists.

• Form Type: Leave the default type of Travel Form. Note: Once the form type is selected, the appropriate fields are displayed below. Example

• Transaction Date: Read-only; defaults to today's date.

• Status: Optional. Change from Submitted to Unsubmitted if you need to finish work on the request at a later date.

5. Complete the Trip/Travel Details in the far left column.

• The mileage is calculated based on the number of miles entered multiplied by the mileage rate displayed in the far right column.

• Totals in the far right column are read-only, based on the entries in the columns.

• Use the Other column to enter an amount that doesn't fit in any of the other categories. Then enter an Explanation of that amount in the field at the bottom.

6. Repeat step 6 as needed for additional dates.

7. Click Create. The form is created, and additional tabs are displayed. Example

• Adjustments: This tab will display the description & amount of any adjustments that an approver adds to the reimbursement.

• Signatures: Lists the names and statuses — signed/unsigned — of signatories, as well as the date/time stamp when the request is approved.

• History: Details all actions taken on this reimbursement.

• Documents: Use this tab to upload receipts or other files as needed for documentation of the request

Return to My Portal — Reimbursements Overview