Travel Expense System Things you will need: User id and password- This is the same information used to access the Short’s Travel portal to enter roster information and flight preferences. File travel exceptions before departure date Departure and return date Dates of competition Site location Names and events of travelers (individual/team sports only) Departure and return airports (if applicable)
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TRAVEL EXPENSE SYTEM Go to https://web1.ncaa.org/TES/exec/login All Championship reimbursement and exceptions must be submitted through the NCAA Travel Expense System in order to receive reimbursement for competing in NCAA championship events. MILEAGE CALCULATOR 1. The NCAA’s mileage calculator will be used to determine mileage for all reimbursement purposes. To access the calculator, click on Mileage Calculator, either from the login screen, or from any screen in the system where the link appears. Please note, this calculator is provided as a reference tool for institutions. By using the calculator, you are not logging into the system, nor are you submitting anything.
2. Choose your parameters (i.e. From: Institution; To Airport) and click submit. The
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3. The mileage calculation will appear at the top of the screen.
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REQUEST TRAVEL EXCEPTION 1. Enter your school user name and password. This is the same user name and password you use to access the Short’s Travel portal. If you have misplaced your user name or password please contact the NCAA Travel Department at 317/917-6757.
2. If you wish to request an exception the request MUST BE COMPLETED PRIOR to departure for competition. Once logged in click on, Request Travel Exception and click Continue.
3. Once on the Travel Exception Details screen: a. Select the Championship Year from the dropdown list. b. Select the Championship you are requesting an exception for (make sure the correct division and sport is selected). c. Select the Round you are requesting the exception for. d. Choose the Reason for Exception request from the dropdown list. If none of the selections apply, select other. e. Select your Departure Date from the calendar, which is located to the right of the text box. Departure date refers to the date the team or individual departed from campus. f. Select the Departure Time from the dropdown list. Departure time refers to the time the team or individual departs from campus. Next specify AM or PM by clicking on the related circle. g. Select the First Day of the Competition from the calendar, which is located to the right of the text box. This is the first day the team or individual competes in the championship. h. In the Additional Per Diem Requested and Explanation of Request field, write a brief description of what additional per diem is being requested and the reason the institution is requesting the exception. -4-
i. Lastly fill in your name next to the Submitter Name, and corresponding email address next to the Submitter Email field. j. Click Submit.
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CREATE A NEW EXPENSE REPORT 1. Enter your school user name and password. If you have misplaced your user name or password please contact the NCAA Travel Department at 317/917-6757.
2. Click the circle next to Create New Expense Report a. Select the desired Championship from the dropdown menu b. Select the appropriate Round from the dropdown menu c. Click Continue.
3. Verify that the pre-populated information is correct. You want to verify that you are filling out the correct expense report for the correct round. Once you have verified that the pre-populated information is correct click Site Information.
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4. Answer the two questions on the Site Information page: a. Were you the host for this Championship? If you were the host for this round click yes and an additional question will appear. b. Were both on-campus residence and dining facilities closed during competition? Click the circle that applies. c. Did you begin and end this round of competition from the same point? Click the circle that applies. If you select NO, please see number 20 for detailed instructions on completing this expense reimbursement. d. Once complete click Continue.
5. If you are completing an expense request for an Individual sport, once back on the Travel Expense Wizard page you will see a link called Participants. Click on this link and enter the first and last name, as well as the event each student-athlete competed in. All non-athletes should be listed as well with their position entered in the Event field. For example, coach, assistant coach, etc. Click continue when complete.
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6. Once back on the Travel Expense Wizard page click Competition Site/Dates.
7. On the Competition Site/Dates page, answer the questions. For this example, we assume that this trip began and ended at the same place (i.e. your campus). If it did not, please see number 20 for detailed instructions. a. Where did you begin your trip from? Your school will be pre-populated, so just select the circle next to it. b. Where did you compete? If you competed at another institutions’ campus click the circle next to Institution drop down, and select the institution from the drop down menu. If you competed at a facility/site other than an institution click the circle next to Enter an address. Click Specify and enter in the city, state, and zip code. c. Where did you end this trip or round of competition? Again, your school will be prepopulated. d. What date or dates did you compete? Click the calendar icon and select the date you competed. If you competed more than one day click add, and select the additional day of competition. REMEMBER ONLY ENTER ACTUAL DAYS OF COMPETITION NOT TRAVEL OR PRACTICE DAYS OR ANY DAY IN BETWEEN COMPETITION. e. Once complete click Continue.
8. Once back on the Travel Expense Wizard main page select Outbound.
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9. On the Outbound Details page click on the calendar icon to select the date you departed for the championship. a. If you are eligible to fly you will have a link on the Outbound Details page that says Air Travel. If you flew click the Air Travel link.
10. Once on the Air Travel- Outbound Itinerary page, select your arriving and departing airports from the drop down menu. Remember that Departure Airport, is where you started from and Arrival Airport, is where you flew to. Once complete click Continue.
11. Once back on the Outbound Details, if you incurred any miscellaneous fees click Miscellaneous. Examples of miscellaneous fess are: excess baggage fee for equipment, shipping fee for equipment, etc.
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12. Once in on the Miscellaneous Expenses-Outbound page click add, to add miscellaneous expenses.
13. On the Miscellaneous Expense Details-Outbound screen: a. Select the Type of expense from the dropdown menu. b. In the Explanation box type in a brief explanation about the miscellaneous expense. c. Enter in the Amount to be reimbursed d. REMEMBER ALL MISCELLANEOUS EXPENSES REQUIRE RECEIPTS TO BE FAXED TO THE TRAVEL DEPARTMENT WITH THE CONFIRMATION PAGE. e. Once complete click Submit.
14. Once back on the Miscellaneous Expenses-Outbound page, either enter additional expenses or click Continue.
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15. On the Outbound Details Page click Continue.
16. On the Travel Expense Wizard page click Return. This will allow you to enter in your return itinerary. Follow steps 8 thru 14 from the Outbound Itinerary. This is the same process for the Return Itinerary.
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17. Finally, enter in the Submitter Email Address in the field provided. Make sure this email address is correct. TES will send you a confirmation email as well as a notification email when your payment has been approved and sent to be paid.
18. Please print out the confirmation page and keep it on file. If you have any miscellaneous receipts, please fax your confirmation page with your receipts to the NCAA travel staff at 317/917-6758.
19. Once your reimbursement has been approved and submitted for payment, you will receive a final email detailing the approval. If your reimbursement has been changed, the total amount you are being paid, along with an explanation for any changes, will be included in the e-mail.
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20. If you traveled directly from one round of competition to another, below are detailed instructions on how to complete your expense request. a. In the Site Information screen, answer No to question number two.
b. On the Competition Site/Dates page, answer the questions. For this example, we will assume that this round started at your school and ended at the site of the next round of competition. i. Where did you begin your trip from? Your school will be pre-populated, so select the circle next to it. ii. Where did you compete? If you competed at another institution’s campus click the circle next to Institution drop down, and select the institution from the drop down menu. If you competed at a facility/site other than an institution click the circle next to Enter an address. Click Specify and enter in the city, state and zip code. iii. Where did you end this trip or round of competition? Again, your school will be prepopulated. Select the arrow in the drop down list to choose the institution where the next round of competition will be held. If the next round is not at an institution, select Enter an address, click the Specify button and enter the city, state and zip code for the site. iv. What date or dates did you compete? Click the calendar icon and select the date you competed. If you competed more than one day click add, and select the additional day of competition. REMEMBER ONLY ENTER ACTUAL DAYS OF COMPETITION NOT TRAVEL OR PRACTICE DAYS OR ANY DAY IN BETWEEN COMPETITION. c. Once complete click Continue.
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d. On the Return Itinerary Screen, Select the airport you are departing from, and the airport you are flying into for the next round of competition. The system will ask you to confirm that you are returning to a different airport than your outbound trip. Select OK.
e. Continue the rest of the steps as outlined above. 21. For the next round of competition, the starting place will be the previous round’s site. So for the third round, Alabama would select that it began this trip from Duke (site of the First/Second round), competing at Connecticut and returning to Alabama. The outbound Departure Airport would be Raleigh-Durham, the outbound Arrival Airport would be Bradley International. For the return trip, the Departure Airport would be Raleigh-Durham and the Arrival Airport would be Birmingham International.
QUESTIONS/TECHNICAL ASSISTANCE If you have any questions on how to file your expense request, or experience any technical problems, please contact the NCAA Travel department at 317/917-6757 or travel@ncaa.org.
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