Instructions for Using the Online Travel Expense Report
System requirements: Netscape 7.2 and FireFox for Mac OS 10 and Microsoft Internet Explore 5.5 and higher for Windows and XP
Website: http://databasics.coreocean.org
Click “Login to the Application”
username is your first initial followed by your last name. For example:
Tom Jones is username tjones,
Tom Jones-Smith is tjones,
R. Tom Jones is Rjones.
If your last name is more than nine characters then your user name is first initial followed by first nine letters of your last name.
Password is preset to “password”
You may change the password at your convenience by selecting “options” , then “my password” and follow directions.
Click “ExpenSite”, then “my expenses”
Note: In most cases meeting travel will include expenses prepaid by CORE.because this meeting has prepaid expenses a report has already been started for you.
Click on the ID number highlighted in blue that corresponds to your Meeting.
This number is the unique number of your travel expense report.
This window is used to list your expenses. At least one item will be posted, usually the meals per diem amount prepaid by CORE when a lunch is provided. If your air ticket was prepaid by CORE it will be entered here as well.
IMPORTANT : On this page there is a linkable report cover sheet accessed by clicking the report ID number in the upper left corner of the page. Please fill in contact details (address, email, banking details for wire transfers etc). Then click “save” and “back”.
To enter a new expense click “new” and select an expense type from the drop-down menu. Fill in all items marked with an “*”. For the “Date” entry use the date the expense was incurred. Feel free to write a note in the area provided. Be sure to save before going to the next expense. Continue by clicking “next” until all your expenses have been entered and saved. Then click “back”.
Foreign currency note:
If the expense item is not in USD then select the appropriate currency. The currency rate is provided by CORE and is the rate as of the first day of the meeting.
Per diem notes:
- For the per diem expense item enter the time you leave your home or office and the time you return to your home or office. If your travel includes personal time then adjust your departure or arrival time to reflect this. Per diem is automatically calculated from the time of departure and return.
- If the “City Code” is not provided it can be found by clicking the magnifying icon, then select “ID” and click “Search”. Select the appropriate state by clicking the down indicator. Then select the city from the provided list. Please note that Alaska, Hawaii and all foreign destinations are special cases and contact the CORE Travel Coordinator to obtain the appropriate city code.
- If any other meals were provided by another entity please enter them as an expense by selecting “meals provided by CORE or other organization” from the drop down menu. For assistance with obtaining the correct value of a provided meal please contact the CORE Travel Officer or consult the website below. The amount is not subtracted from the travel claim total until the report is submitted.
- Per diem and incidental rates for the continental United States (CONUS) are obtained from the GSA (General Services Administration) ( http://policyworks.gov) and for other destinations including Alaska and Hawaii from the U.S. Department of State.
- The incidental amount covers personal communication, ATM fees, laundry etc. Per diem rate for travel days is reimbursed at 75% of full per diem..
Submission of TER
After all expenses have been entered it is necessary to validate the report, click “Validate” at top of page. Then click “Submit for Approval”. By submitting for approval you are certifying that “these expenditures are true and correct, that the whole expenditure is a proper charge and that the amounts claimed have not previously been, nor will be, claimed or reimbursed to me by any other organization”.
At any time you can “save & exit” and return to the report at a later date, but once it has been submitted the report cannot be changed. Of course a new amended report can always be created if mistakes were made.
To print a PDF copy of your report select “Detail Report for Submission”, then click “Go”. Important: the pop-up blocker on your browser must be disabled for this report to be generated.
When finished it is important to “Save & Exit” and then “Logoff”. This is necessary for the program to close properly.
All original receipts (not photocopies) for air travel (INCLUDING BOARDING PASSES), lodging (if this has been paid directly by you and not CORE) and any item over $75 must be submitted before the travel reimbursement is approved. Print a copy of the report to submit with the receipts. Please provide banking details if you wish to have a wire transfer instead of a check. Wire transfers are only provided to travelers with an address outside the USA.
Send receipts attached to a copy of your expense report to:
Travel Office, CORE, Suite 420
1201 New York Ave NW, Washington DC 20003
If you have any questions please contact the CORE Travel Officer at 202-332-0063.
