Create a New Pre-Approval

1. From the Dashboard, click the +CREATE button in the upper right corner of the Pre-Approval ribbon.

2. Complete Pre-Approval Header Entry Form

Create Report Name- should include FSW username, place of travel, and date.
- Example: JSMITH1_EducationConference_10/10/26
Select a Start and End Date
Business Purpose- describe the purpose of your trip.
- Example: Traveling to Boston for XYZ Conference
Select Trip Type from drop down menu
Select Purpose from drop down menu
Select College Paid Items Exist if you used a PCard or Check Request
- College paid items are typically air travel, hotel, and registration fees.

Type Estimated Total Spent on PCard and/or Meal Card

Description of PCard and/or Meal Card Items
Type estimate of total check request if used
Type description of what was paid by check request and/or PO
- Example: Rental Car
Origination- Select Starting Destination
Destination- Select Destination
Select the Index & Hit Save

Once you have filled out the basic header information, you will be able to add potential expenses just like you would when creating an expense report. You may even create multiple line items of the same expense type, such as two airfare line items or five taxi line items.

3. Click the + Button to add your first expense. The Add Pre-Approval Types screen will slide in from the right. It offers you several types of expenses.

4. Clicking on an expense-type tile takes you to the Add Expense screen for that type. Enter the required information and click SAVE.

Mileage Example:

1. Select Ground Travel

2. Select Mileage

3. Select Calculate Mileage

4. Place the starting address and add destination(s) then hit Save Trip

5. Select Save

Inter Campus Mileage Example:

1. Select Ground Travel

2. Select Inter Campus Mileage

3. Select FROM/TO

The drop down has options for one way and round trips for all campus locations. Select the one that applies to you.
The Estimated Amount will automatically be calculated based on your selection

4. Select Save

Meal Example:

1. Select Meal/Per Diem Wizard

2. Select the Location

3. Select Add Entries

4. Select Add to Report

5. Once you have completed your Expenses select the green Submit button.

If a personal funds were used to pay for airfare, registration fees, or other expenses that should have been purchased with a PCard or through a Check Request, you may see a warning message. Enter a response and select Submit to proceed.

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Create a New Pre-Approval

Create a New Pre-Approval

1. From the Dashboard, click the +CREATE button in the upper right corner of the Pre-Approval ribbon.

2. Complete Pre-Approval Header Entry Form

Create Report Name- should include FSW username, place of travel, and date.

Example: JSMITH1_EducationConference_10/10/26

Select a Start and End Date

Business Purpose- describe the purpose of your trip.

Example: Traveling to Boston for XYZ Conference

Select Trip Type from drop down menu

Select Purpose from drop down menu

Select College Paid Items Exist if you used a PCard or Check Request

College paid items are typically air travel, hotel, and registration fees.

Type Estimated Total Spent on PCard and/or Meal Card

Description of PCard and/or Meal Card Items

Type estimate of total check request if used

Type description of what was paid by check request and/or PO

Example: Rental Car

Origination- Select Starting Destination

Destination- Select Destination

Select the Index & Hit Save

Once you have filled out the basic header information, you will be able to add potential expenses just like you would when creating an expense report. You may even create multiple line items of the same expense type, such as two airfare line items or five taxi line items.

3. Click the + Button to add your first expense. The Add Pre-Approval Types screen will slide in from the right. It offers you several types of expenses.

4. Clicking on an expense-type tile takes you to the Add Expense screen for that type. Enter the required information and click SAVE.

Mileage Example:

1. Select Ground Travel

2. Select Mileage

3. Select Calculate Mileage

4. Place the starting address and add destination(s) then hit Save Trip

5. Select Save

Inter Campus Mileage Example:

1. Select Ground Travel

2. Select Inter Campus Mileage

3. Select FROM/TO

The drop down has options for one way and round trips for all campus locations. Select the one that applies to you.

The Estimated Amount will automatically be calculated based on your selection

4. Select Save

Meal Example:

1. Select Meal/Per Diem Wizard

2. Select the Location

3. Select Add Entries

4. Select Add to Report

5. Once you have completed your Expenses select the green Submit button.

If a personal funds were used to pay for airfare, registration fees, or other expenses that should have been purchased with a PCard or through a Check Request, you may see a warning message. Enter a response and select Submit to proceed.

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