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

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 by our hands at a strange system.

Two types of Travel Expense applications:

1. Traveling Home (International) Expense Application (A. Cost application & B. Expense Claim)

2. Academic Travel (e.g. Conference) Expense Application (A. Cost application & B. Expense Claim): Almost same to the Traveling Home processes.

According to you travel expense type, please create one "Expense Claim" for each different expense type.

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

Here are my experiences and guides when I apply for travel and travel expenses for home travel benefit or academic conference.

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

1. Traveling Home (International) Expense Application

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

Two processes are necessary:

A) Cost Application Process (Before going Home) and

B) Expense Claim process (After coming back to campus < 15 days).

You must complete both processes.

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

A) Cost Application (before going home)

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 (updated 2023. May 03).

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 "Doc Type: Benefit (Academic / Home Travel) " - Home Travel. (Updated 2023. May 03), and double click.

** Type of Business Trip should be "Benefit-Travel-Home"!

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

(Updated May 03, 2023)

The Air flight information (Departure, Arrival, Seating Level etc.)

8. Check out before Submitting:

From 2022: Cost Application for Home Travel looks following:

Transportaion: Home

Budger Holder: HR

Project: Travel Benfit

Other: Expense Type: Home Travel

Project: Travel Benefit

Period: Traveling Home.

Approval for "Travel" from school will be given when the Cost Expense correctly submitted!

Approval status can be checked with "clicking" the "View" menu

B) Applying for Expense Claim (for Home Travel).

When you come back to campus from your home travel, you need to submit "Expense Claim" only when you have approved "Cost Application" .

Remarks: If you do not have an appropriate "Cost Application" approval (i.e. Budget excceed for extra items), You must apply Cost Application again. Sorry for the inconveinence but the financial management system necessiate it (Go to #1).

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

(2023.09.19 Updated)

You may need to "Create" Document.

8.1. Document will be automatically generated or Click "Create Document."

8.2: Please double-click the Benefit (Academic / Home Travel) for Home travel expense claim. Or choose item according to your expense claim purpose.

8.3. Insert Expense Claim Information

8.5. Submit and Wait for Approval!

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

Rejected? 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).

9. Once Approved, you will get an Email from System!

9.1. Click the Link, and you can login for Finance System. Then, Please print your approved item.

The expense claim sheet looks like below: Print it and bring it with your all Receipt, Fapiao, Foreign Exchange evidence (screen shot) and further original Evidence to FINANCE Department. (You need to sign all documents)

10. You submit the Bundle of Expense Claim documents with eivdence to FINANCE. Then, you will get your money soon!

11. Once the money deposit made, Please close the transaction at the system.

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

2. Academic Travel (e.g. Conference) Expense Application

Academic Travel Cost Application / Expense Claim processes are all the same with Travel Home.

*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

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

Appendix:

2023. 05. 03: Updated Air Flight item necessity in cost application. Quarantine Expense Claim moved to the end of this document after Pandemic situation over (May 03, 2023)

2022. 08.19: Cost Application & Expense Claim (Dual processes) are necessary.

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

Here is the manual of Invoice

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

You can choose (other) invoices and Zero Tax.

2022. 08. 16: 2022 Updated with ONCE system

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

2021. 09.23: Added - Quarantine Expenditure Application

2021. 08. 22: Updated Full manuals

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

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

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

End of Document

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

Quarantine Expense Claim moved here after Pandemic situation over (May 03, 2023)

##. Quarantine Expense Claim (Only for Quarantine Accommodation)

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).

*Remarks: From Aug. 2022, the system redirect you to the https://once.wku.edu.n/porta/teacher if you login with your ID/PWD.

Don't worry, you can find below Menu (Expense Claim)

You may need to log in again.

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. 1. For transportation, Covid-test, and other non-quarantine expenses must use "Benefit (Home/Travel) in a different application!

Adding to the air ticket, Please just input budget items with nice "Estimation" such as

Transportation : 5000 RMB

Others: Two Covid-tests: 2500 RMB

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)

7.2. Double Click Emergency Items

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

(**Remarks: Please "Save Draft" frequently whenever you input. It will save your time! ^^)

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

*WKU Fapiao Information Here:

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:

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".

For Non-Fapiao Items such as "Expenses out of China", you can input the expense with "Other" invoce with Tax 0%

In that case, you must exchange your foreign exchange to CNY (RMB) with evidence like Google Foreigh Exchange like below. You shold keep the date and exchange ratio in an image File format (e.g. jpg) to submit at the system with attachment.

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:

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

If everything looks good,

12. 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 with all original evidence. Attache all Original 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

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

Reference:

Foundation of Home Travel Cost Application in the "Guidelines of Benefits" of WKU.

2023. 05. 03: Request for Improvement of Cost application proceure for Home travel of foreign faculty members after Pandemic sitution over.