본문 바로가기
AmericanBizEdu@China/1. Guides & Policy

[WKU FACULTY] How to apply for Travel Expenses? (Quarantine, Travel, Home, Conference)

by Jeonghwan (Jerry) Choi 2021. 4. 20.

How to Apply for Travel Expenses in WKU as an international faculty! 

Since 2020 under the pandemic, WKU Finance department (Director Sailing) and WKU Admins changed the policy of application of cost/expenses. 

 

The New policy urges that individual faculty members should apply for the travel or the benefit expenses by using the WKU cost center system. 

Until the policy can be improved or changed, we - WKU international faculty members need to apply for travel or benefits expenses. 

 

 

=========================

Here are my experiences and guides when you apply for Quarantine expenses.  

 

2021. 09.23: Quarantine Expenditure Application

 

1. Go to wku.edu.cn  and click my wku

You must login with your WKU ID/PWD (Not Kean ID/PWD). 

 

 

2. Go to Expense Claim 

 

 

3. Click "OK - Blue Button",

Don't get panic. We change the language soon. ^^ 

 

 

4. Click Language: English, And check your Login Name

 

5. Go to Business Claim Center - Expense - Expense Claim and Click it. 

6. Click "Create Document" 

 

7. Double Click Emergency Items

 

8. Write Description, Add Items. and Choose Office of HR as Budget Holder! 

 

 

9. Type in and Search "Epidemic Prevention and Control Project" & Save Draft

 

10. Link with Invoice

 

Please prepare all your invoices, Receipt, and Fapiao (Chinese Domestic Invoice)

Click Invoice Item by Item

 

Please check your invoices: 

 

For Chinese Receipt (Fapiao), there are three types of invoice you can choose: 

Special VAT; General VAT (offline); Electronic General VAT Invoice: 

 

For detail Invoice Related Information, please see this file from WKU Finance: 

Invoice.pdf
2.82MB

 

 

Choose appropriate Invoice Type: 

 

 

 

 

Input Invoice Code; Invoice Number; Invoice Date; Last 6 Digita Check Code

 

If Everything gets input, Please click Save and Invoice Examination! 

If Examination is successful, you will see this "Seller Information". 

 

When you input all invoices, please click Back to Make an Invoice Choice.

Please link your item with the corresponding invoices you input! 

Save, and Back: 

 

 

 

10. Add attachments (Evidence, Receipt, Fapiao, Exchange Rate on the Day) 

 

 

 

If everything looks good, 

 

 

11. Submit Approval 

 

The First user (who are newly coming to WKU) may need to register a "Chinese" Bank Account to get reimbursement!    Please consult it with WKU Finance or HR. They can help you to register a Reimbursement account for you. 

 

If everything is OK, your application will get approval. 

 

 

12. Once the Reimbursement is approved, Please please the document. 

Attache all Receipts (Fapiao) at the document. 

 

Submit them to WKU Finance Department (GEH A 218). Don't forget to sign on each Receipt (Fapio) whey you submit the buncle to WKU FINANCE

 

 

13. If you get an Email of this, you can login the WKU Financial System to check up your status. 

Voila, I got my money for Quarantine! 

 

 

 

 

End of Quarantine Expenditure Application

 

 

 

 

 

 

 

 

 

======================

 

2021. 04.21: Travel Expense Application (Home Travel, Academic Travel)

 

Here are my experiences and guides when you apply for travel expenses (Home or Conference). 

 

1. Go to wku.edu.cn  and click my wku

You must login with your WKU ID/PWD (Not Kean ID/PWD). 

 

 

2. Go to Expense Claim 

 

 

3. Click "OK - Blue Button",

Don't get panic. We change the language soon. ^^ 

 

 

4. Click Language: English, And check your Login Name

 

5. Go to Business Claim Center - Expense - Cost Application and Click it. 

 

6. Click "Create Document" 

 

7. Choose the "Type of Business Trip" - Travel Home, Academic Travel, Business Travel? 

 

 

* If you want to make WKU HR buy your ticket, please click "HR buy ticket option". You don't need to input "Financial Estimate". 

 

8. Insert "Description of your Travel"

At Transportation section, Insert all necessary information (All * marked items should have input). 

 

You should choose HR Department as your cost center when you want to get tick via Human Resource Department. 

 

You can add more transformation options such as Taxi via clicking plus (+) button. 

 

You may have questions of detailed information, then, please contact WKU HR to get help. 

 

Click More to input necessary information: Project, Employee, Contract

(Budget Holder must be HR when applying Air Ticket to HR)

 

 

*Remarks: In case you are applying for "Academic Travel" such as Conference, please choose "Academic Travel" and "HR" as Budget Holder. 

 

 

 

 

 

Example of an Official Application for Travel Expense

9. Save draft, then Submit Application. 

 

10. Check the Process 

 

You can see what is going on in your application process. 

 

11. Keep patience, and check regularly with HR/ Cost Center. 

 

Frequently, You can get "Rejection" message from System. 

Check out the System and Click the "Rejcted Application".

 

Contact the Person-in-Charge who rejected the request.

 

You can fix the problem. (Correcting the Budget Holder from Collge to HR when apply for Air Ticket to HR). 

 

Go the Cost Application again, 

 

 

 

 

Fix the problem, Save, and Submit Approval! (Budget Holder must be HR when apply Air Ticket to HR)

 

 

 

12. Once the Reimbursement is approved, Please the document. 

Attache all Receipts (Fapiao) at the document. 

 

Submit them to WKU Finance Department (GEH A 218). Don't forget to sign on each Receipt (Fapio) whey you submit the buncle to WKU FINANCE

 

 

13. If all processes are done, you can see the approval at the System (My application / Completed). 

 

 

Completely Approved! 

Then, we will get money (or benefit)! 

 

 

 

====================================

Appendix: 

 

2021. 09. 24: Add - How to link Invoice: 

Here is the manual of Invoice

Invoice.pdf
2.82MB

 

 

OPTIONAL: Create (other) Invoice for "Outside of China Expenses with Receip): 

 

You can choose (other) invoices and Zero Tax. 

----------------------------

 

2022. 03. 25: Academic Travel Expense Application (remarked; Academid Travel, HR as Budget Holder). 

 

2022. 03. 23: Human Resource Buy Ticket Option added at Section 7 (Travel Expense). - Choose HR as Budget Holder

 

2021. 08. 22: Updated Full manuals

 

GUIDELINES ON BENEFITS-2021.pdf
1.05MB

 

Financial System Instructions.pdf
8.53MB

 

 

 

 

 

2021. 09.23: Added - Quarantine Expenditure Application

20210923_Quarnatine_Expenditurepdf.pdf
1.81MB

 

2021. 08. 22: Updated Full manuals

Financial System Instructions.pdf
8.57MB

 

2021. 04. 20: First Archived (thanks to WKU HR Emerald Yu MiaoMiao's Help). 

For full manual of Fiancial System Instruction (WKU Admins).

2021_WKU_How_To_Apply_Travel (Home, Conference, BusinessTrips).pdf
8.17MB

 

 

댓글0