Employee Reimbursements Tutorial

If you clicked Yes to the first question on the Travel Dates/Purpose screen (see Getting Started) you will be directed to a screen similar to the one below to create an Air Ticket Requisition. This example already has the information entered. However, the screen you will see initially will have several blank fields.

Do not attempt to take a shortcut by clicking first on Air Ticket Requisition without having clicked on Start/Cont Travel. (Exception: If you are ordering an air ticket for a non-employee, you should skip Start/Continue Travel and click first on Non-ISU Employee.)

Do not attempt to change the Status field, except to remove the encumbrance for a ticket already canceled through a contracted travel agency.

The Flight Depart City defaults to Des Moines, but it can be changed if you are departing from another airport.

The Flight Dest City should be the last airport on the trip, which may be different from the city to which you are eventually driving.

The Agent Name is optional.

The Campus Dlvr field displays a list buildings on campus to which our travel agencies deliver tickets. You can also enter a three-line postal address to mail a ticket off-campus. However, nearly all tickets are electronic tickets, and no physical delivery will be made unless a special request is made for a hard copy.

If more than one Fnd Acct is used, the first fund account will be charged the service fee in addition to the amount entered. However, whatever amount you enter for the first fund account will not be exceeded when the service charge is added. If you need to limit the amount charged on the first fund account to $200.00, you should enter $171.50 ($200.00 less the service fee of $28.50), and the balance will be charged to the last fund account listed.

You can change the fund account at any time before the air tickets are billed intramurally, at which time the STATUS field will read BILLED. There is no need to refax the fund account number change to the travel agency, as this information does not appear on their fax copy.

If an air ticket already has been billed intramurally, and you need to change travel dates or amounts, you must create a new Rmbrs # to fax a revised Air Ticket Requisition. There are two Comments lines at the bottom of the form that enable you to make reference to the original Air Ticket Requisition number. This will help the travel agent to make the connection between the two Air Ticket Requisition numbers.

The Actl Amt will not be populated until you are billed intramurally, which usually will be 4 – 8 weeks from the date of the ticket purchase.

The Comments fields can be used to provide additional information to the travel agent, although these fields are not required.

Clicking Update/Save is optional, but allows you to save your entered data if you are not ready to fax the form to the travel agency to order the air ticket.

Clicking on the ? Help icon at the top right of the screen will take you to a guide to entering the different fields.

Creating an Air Ticket Requisition creates an encumbrance on the account(s) used, although encumbrances are only updated once per week.

Do not forget to click Continue to go to the Air Ticket Fax screen to fax the information to the travel agency after completing the Air Ticket Requisition screen.

Continue to Faxing an Air Ticket Requisition