GSSTravel Imaging Training Guide

GSS-Travel Reimbursement
GSS Travel & Expense

Document Imaging
Desktop Guide
INTRODUCTION
Harris Corporation is integrating document imaging software, ImageNow, with the PeopleSoft expense
reporting system. Expense reports will now be processed for payment upon electronic receipt of the
approved report and receipt images.
The information contained in this document includes a Quick Reference Guide, Frequently Asked
Questions (FAQ) and detailed procedures with everything employees and expense report delegates need
to know about the new process.
GSS-Travel Reimbursement is excited about this new technology! As always, employees are encouraged
to contact Travel Reimbursement with questions, problems or issues you have with Expense Reporting.
TIPS TO USE THIS GUIDE

The Table of Contents includes hyperlinks to assist with document navigation. Use Ctrl+click on your
keyboard to jump to any section of this guide.
Each step in the Table of Contents contains two hyperlinks to the following:
o Quick Reference Guide high level guide to all steps in the process on one page
o Detailed Reference detailed procedures for each step in the process
o Frequently Asked Questions answers to common questions about the new process
o Appendix drop-off locations for Original Receipts Envelopes
It is recommended that you read this document in its entirety and have it handy when you submit
your first expense report using this process.
GSS-TRAVEL REIMBURSEMENT
Hours of Operation: Monday Friday 7:30AM 5:30PM EST
Address: 1025 W NASA Boulevard, Mailstop: C-21D
Melbourne, FL 32919
Email: FSS, Travel in the Global Address Book OR trvlgcsd@harris.com
Phone: (Melbourne Area): 321-674-4275, Option 4
Phone: (Outside Melbourne Area): 800-225-4343, Option 4
Fax: 321-724-3556
PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 1|P a g e GSS-Travel Reimbursement

ADVANTAGES OF DOCUMENT IMAGING
By using digital images of receipts, the expense reporting process becomes more streamlined and
expedited.
Approvers can view receipts online to provide additional process controls.
Document imaging technology enhances employee productivity and reduces processing costs.
Enhanced capabilities help streamline expense management processes and enable employees to
create and submit reports any time; from most any location (Remote locations may not have
access to this feature.)
Document imaging will remove the guesswork from expense report preparation by using the
Barcode Receipt Coversheet as a simple receipt checklist. This will ensure all required receipts
and backup documentation have been included to enable faster processing and improved
turnaround time to pay expense reports.
Faster processing improves turnaround time for billing travel costs to external customers.
Automated processes help ensure accuracy of expense reports and financial reporting.
Expense reports that do not require any receipts will no longer require anything mailed to
GSS-Travel Reimbursement.
Original receipts and applicable backup documentation will be required to ensure compliance
with government regulations. However, lower cost methods like US Mail and Interoffice Mail can
be used to send required documentation to GSS-Travel Reimbursement.
All of these advantages increase customer satisfaction across the company!

EXPENSE REPORT PROCESS FUTURE STATE
ORIGINAL RECEIPTS PROCESS FUTURE STATE

TABLE OF CONTENTS
1. Create/Modify Expense Report
Quick Reference Detailed Reference
2. Save PeopleSoft Expense Report
3. Print Barcode Receipt Coversheet
4. Scan/Fax Barcode Receipt Coversheet, Original Receipts and Applicable Backup Documentation
5. Receive Email Confirmation
6. Verify Receipt Images for Legibility
7. Confirm Receipt Images in PeopleSoft
8. Submit for Approval
9. Prepare Original Receipts Envelope
10. Send Original Receipts Envelope to GSS-Travel Reimbursement
11. Audits & Payment Processing
12. Frequently Asked Questions & Appendix

HOW TO FINALIZE EXPENSE REPORTS - QUICK REFERENCE GUIDE
Step 1. Create/Modify PeopleSoft Expense Report As You Always Have
Link to: Travel Expense PeopleSoft 9.0 Training Manual
Enhanced toolbar on the expense report screen in PeopleSoft:
Step 2. Expense Report must be >
Step 3. Print >

Step 4. Scan or Fax the Barcode Receipt Coversheet, original receipts
and applicable backup documentation listed on the Coversheet
Barcode Receipt Coversheet MUST be the first page of the scan or fax.
Email to traveldocs@harris.com or Fax to 321-409-4370
Step 5. Receive Email Confirmation
Step 6. Click > to review receipt images for legibility
Step 7. Click >
Step 8. Click > to send to Approver

Approvers can now view scanned images during the approval process.
Step 9. Prepare Original Receipts Envelope - Place Barcode Receipt Coversheet, original receipts and
applicable backup documentation in Original Receipts Envelope making sure the barcode is
visible through the window.
Use Form #H-2998 to order envelopes

Failure to send the original receipts and applicable backup documentation to GSS-
Travel Reimbursement within 120 days of approval date will automatically suspend
the ability to submit new expense reports.
Step 10. Send Original Receipts Envelopes to GSS-Travel Reimbursement:

Harris Facility Use designated drop-off location (refer to Appendix)
All other locations recommend using USPS; FedEx or overnight delivery is not necessary
to pay your expense report
Step 11. Audits & Payment Processing

Step 12. Frequently Asked Questions & Appendix
HOW TO FINALIZE EXPENSE REPORTS DETAILED REFERENCE
Step 1. Create/Modify PeopleSoft Expense Report
Process the expense report following normal PeopleSoft procedures. Below is a snapshot of
the enhanced toolbar on the PeopleSoft expense report screen:
The Submit button will be unavailable for any expense reports that require receipts until the
Receipt Image Confirmation button is checked later in the process.
The Submit button will be available immediately for any expense reports that do not require
receipts and do not require anything be mailed to GSS-Travel Reimbursement. Simply click >
to send the expense report to the Approver. Examples of expense

reports in this scenario include:
o All line items are less than $25.01, Meals per Diem, and/or Mileage Only
o Business Purpose is Field per Diem
Step 2. Save PeopleSoft Expense Report
Click > when you have completed your expense report in PeopleSoft.
Warning pop-up to notify if report has not been saved:
Step 3. Print Barcode Receipt Coversheet
Click > to print the Barcode Receipt Coversheet using your

browsers print feature.
Click > after printing.

Barcode Receipt Coversheet Example

BARCODE RECEIPT EXAMPLE DEFINED BY SECTION
1) Barcode
If you do not see a barcode before printing, contact the Help Desk to download a
barcode font file.
2) It is recommended to tape receipts in line item order on a blank sheet of paper. You can
also place your receipts directly on the scanner. Send receipt images to GSS-Travel
Reimbursement via one of the following methods:
Email: traveldocs@harris.com
Fax: 321-409-4370
3) Mandatory documents that must be included in the Original Receipts Envelope will
be displayed in this section if applicable, include the required items and original
receipts with the Bar Code Receipt Coversheet.
4) List of required items that may appear on the Bar Code Receipt Coverpage:
BCD Travel Itinerary
Timecard for Trade Show
Trade Show Questionnaire
Conference Agenda
Preferred hotel listing for Conference/Trade Shows
Form H-2419 Lobbying Activity Worksheet
Driving vs. flying quote for lowest logical air fare
Explanation for exchange in air fare (fee charge)
Controller approval for out of policy items
Business Purpose of Future Business Pursuits requires a barcode receipt
coversheet only
5) Drop Off Location reminders for Original Receipts Envelope (Refer to Appendix)
6) Additional Travel Information: Employee/Delegate may include additional information
applicable to the expense report not already listed.
7) List of expenses that require original receipts, which must be included in the Original
Receipts Envelope. Expenses that do not require receipts such as those under $25.01
will NOT be listed in this section.
8) Click to continue to Step (4).

Step 4. Scan/Fax Barcode Receipt Coversheet, Original Receipts and Applicable Backup
Documentation
Most Harris facilities have one of two Multi-Functional Devices (MFD) available to
employees, Ricoh or Canon. MFDs typically include all-in-one capabilities to scan,
copy, print and fax. Standalone scanners connected to a PC or laptop or standalone
fax machines may also be used.
Most Ricohs & Canons have been programmed with a preset email address button.
Barcode Receipt Coversheet MUST be the first document scanned or faxed!!

Locate the Travel Docs button on the Control Panel in the Email Tab on a Ricoh or the
Address Book on a Canon.
1) Ricoh MFD:
2. Canon MFD:
If the Travel Docs button is not available, manually enter traveldocs@harris.com

3. All Other Scanning Devices:
Refer to manufacturers instructions to operate the device.
Scan to traveldocs@harris.com

4. Fax Devices:
Refer to manufacturers instructions to operate the device.
Fax to 321-409-4370
Check your fax confirmation page to ensure all pages were successfully faxed
SCANNING TIPS
Flat Bed Scanners may only allow 60 seconds between documents.
It is strongly recommended to tape original receipts and applicable backup

documentation to a standard 8 x 11 sheet of paper to scan or fax.
Most scanning devices cannot handle more than 50 pages of receipts at one time.
Contact Travel Reimbursement if your report includes more than 50 pages.
It is recommended to NOT use the auto-feeder of the MFD. Pages may get stuck in
the feeder if you have taped your receipts.
Step 5. Receive Email Confirmation
Within 10 minutes of scanning or faxing, an email confirmation is sent to the
employee and delegate (if applicable) to verify that original receipts and backup
documentation have been scanned successfully.
Add ImageNow@harris.com to Safe Sender list in Outlook as necessary.
Email example sent from ImageNow@harris.com:

From: ImageNow@harris.com [mailto:ImageNow@harris.com]
Sent: Monday, January 03, 2011 10:08 AM
To: jdoe@harris.com;
Subject: *Action Required* Receipt images for expense report: 00009999999 are ready
for your review
Receipt images for Doe, John have been received.
Please log into PeopleSoft and review the images to ensure they are all there and
legible. When you are finished, please check the Receipt Image Confirmation checkbox.
You can then submit your expense report for approval.
PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 10 | P a g e GSS-Travel Reimbursement

Step 6. Verify Receipt Images for Legibility
An email confirmation should be sent to the employee and delegate, if applicable
within 10 minutes. Upon receiving the email:
Access the applicable expense report in PeopleSoft.
Click > at the bottom of the expense report page.

A new browser window will open with the scanned receipts and applicable backup
documentation.
Review all images to make sure they are the correct images for the report and that
all images are legible.
Resolving Scanning issues
If any image is not legible or if you forgot to include receipts, the existing image can
easily be appended by rescanning illegible or missing receipts.
Repeat Step 4
Barcode Receipt Coversheet MUST be the first document scanned!!

If receipts are scanned to the wrong report because the incorrect Barcode Receipt
Coverpage was used, contact GSS-Travel Reimbursement:
Email: (FSS, Travel): trvlgcsd@harris.com
If you did not receive a confirmation email within 10 minutes:
If the image is not found, check the Barcode Receipt Coversheet for any
blemishes on the barcode itself. Reprint the Barcode Receipt Coversheet as
needed.
Rescan new or original Barcode Receipt Coversheet and receipt(s) and backup
documentation making sure the barcode is clear and free from obstructions or
blotches.
Double check to be sure you scanned the Barcode Receipt Coversheet first. The
Coversheet MUST always be the first document when scanning or faxing in
order to attach your receipt images with your expense report in PeopleSoft.

If you repeated the scanning process and still did not receive a confirmation
email, first check your Spam filters and add ImageNow@harris.com to your Safe
Senders list.
Contact GSS-Travel Reimbursement as needed:
Step 7. Confirm Receipt Images in PeopleSoft:
After you have verified all receipts and backup documentation have been imaged
successfully, click >

Step 8. Submit for Approval
Once Receipt Image Confirmation has been checked, the Submit button will become
available.
Click > to send the expense report to the Approver.

Approvers can review the receipt images and backup documentation before approving
the report on the Approver page in PeopleSoft:
Click > to open a window with images of the receipts and

backup documentation.
Approvers can click Approve or Send Back per standard operating procedures
based on the outcome of the review.

Step 9. Prepare Original Receipts Envelope (Form# H-2998)
Insert Barcode Receipt Coversheet, receipts and backup documentation in the pre-
addressed Original Receipts Envelope.
Barcode MUST be visible through the window to

ensure the original receipts are marked as
received in PeopleSoft.
Place original receipts and applicable backup
documentation in Original Receipts Envelope in
the order specified on the Barcode Receipt
Coversheet.
List of backup documentation that may be required in addition to your original
receipts:
BCD Travel Itinerary
Timecard for Trade Show
Trade Show Questionnaire
Conference Agenda
Preferred hotel listing for Conference/Trade Shows
Form H-2419 Lobbying Activity Worksheet
Business Purpose of Future Business Pursuits requires a barcode cover page
Driving vs. flying quote for lowest logical air fare
Explanation for exchange in air fare (fee charge)
Controller approval for out of policy items
Ordering a supply of Original Receipts Envelopes
Envelopes can be ordered from the Harris Travel Portal or the Harris Intranet
Homepage
Click > Harris Travel > Shared Services > Order Receipt Bags
Complete the form as required
Select envelope - Form # H-2998

Step 10. Send Original Receipts Envelopes to GSS - Travel Reimbursement
After preparing the Original Receipts Envelope, use one of the following methods to
send to GSS-Travel Reimbursement:
1. Employees of a Harris Facility: Use drop off locations (Refer to Appendix).
2. All Other Employees: Mail Original Receipts Envelope to GSS-Travel
Reimbursement using the lowest cost postage available:
GSS - Travel Reimbursement
1025 W NASA Boulevard, Mailstop: C-21D
Melbourne, FL 32919
United States Postal Service (USPS) is the preferred method of delivery to help
reduce cost. Overnight shipping is not necessary.
Payment of an expense report is not dependent on receiving the Original Receipts

Envelope. However, government regulations require archival of original receipts and
applicable backup documentation. GSS-Travel Reimbursement will continue to store
and archive all original receipts.
Failure to send the original receipts and applicable backup documentation to GSS-
Travel Reimbursement within 120 days of expense report payment will
automatically disable the employees ability to submit new expense reports.
Step 11. Audits & Payment Processing

All expense reports not subject to an audit will be paid automatically upon approval
by the employees designated approver.
If the expense report is audited, any discrepancies must be resolved prior to
payment.

FREQUENTLY ASKED QUESTIONS
1. Question: I dont see a barcode on the cover sheet like the one with a checkmark below, but I
do see something like the one with the red X below instead. What do I do?
Answer: Your PC or laptop did not receive the file necessary to display the barcode font when it
was pushed out to all employees. Contact the Harris Help Desk to assist you with downloading
the correct file.
2. Question: How do I print the Barcode Receipt Coversheet?
Answer: You should always use your web browsers print feature to print the Barcode Receipt
Coversheet. This will ensure the barcode is printed in the correct location on the cover sheet to
show in the window envelope. You may have to adjust print settings depending on your default
print selections.
3. Question: I printed my Barcode Receipt Coversheet but it doesnt list any required receipts or
backup documents. Why?
Answer: If you use the Business Purpose of Field per Diem or if all line items are less than
$25.01, Meals per Diem, and/or Mileage Only, then you have no receipts to scan or fax! The
Submit button will be available and you wont have to mail any envelopes. Your expense report
will be automatically paid upon approval.
4. Question: I dont see the convenient Travel Docs button on my Multi Function Device (MFD)?
How do I get one added?
Answer: You can contact whoever services the device to add the button with the label Travel
Docs to email to traveldocs@harris.com. In the meantime, you can always manually type in this
email address to send your documents.
5. Question: Some or all of my expense report receipts and/or backup documentation are in soft
copy. How do I image these?
Answer: You will need to print any soft copy receipts and/or backup documents before scanning
or faxing. You can then include these with any hard copy receipts that you have taped to an

8x11 sheet of paper. Remember, the Barcode Receipt Coversheet MUST always be the first
page you scan or fax.
6. Question: When I click , my PC or laptop froze. Why?
Answer: Your PC or laptop may need a more current version of Java in order to view images.
While the vast majority of PCs and laptops have been upgraded to a current version of Java, there
may be some that have not. You can either upgrade your version of Java using Run Advertised
Programs or contact the Help Desk for assistance.
7. Question: Why didnt I receive a confirmation email notifying me that my imaged receipts are
ready for my review?
Answer: There are several ways to troubleshoot this issue:
If the image is not found, check the Barcode Receipt Coversheet for any blemishes on the
barcode itself. Reprint the Barcode Receipt Coversheet as needed.
Rescan the new or original Barcode Receipt Coversheet and receipt(s) and backup
documentation making sure the barcode is clear and free from obstructions or blotches.
Double check to be sure you scanned the Barcode Receipt Coversheet first. The
Coversheet MUST always be the first document when scanning or faxing in order to attach
your receipt images with your expense report in PeopleSoft.
If you repeated the scanning process and still did not receive a confirmation email, check
your Spam filters and add ImageNow@harris.com to your Safe Senders list.
Contact GSS-Travel Reimbursement as needed:
o Email: (FSS, Travel): trvlgcsd@harris.com
o Phone: (Melbourne Area): 321-674-4275, Option 4
o Phone: (Outside Melbourne Area): 800-225-4343, Option 4
8. Question: Do I need to keep hard copies of my receipts and backup documentation before
sending my Original Receipts Envelope to GSS-Travel Reimbursement?
Answer: Since all receipts and backup documentation are now being imaged, you do NOT need
to make copies of your expense report, receipts and backup documentation. You can access the
images from PeopleSoft at any time as needed. You should ensure that your documents were
fully processed by the imaging system before mailing your Original Receipts Envelope.

9. Question: I think my Original Receipts Envelope was never checked in to PeopleSoft and I can
no longer submit expense reports in PeopleSoft. What do I do?
Answer: As a government contractor, Harris is required to archive original receipts and backup
documentation for one year from the date of payment of your expense report. If GSS-Travel
Reimbursement does not receive your Original Receipts Envelope within 120 days of the date of
payment, your access to submit new expense reports will be suspended. You are responsible for
sending Original Receipts Envelopes in a timely manner. In the event you sent the Original
Receipts Envelope within 120 days of the date of payment and it has not been checked in,
contact GSS-Travel Reimbursement for assistance:
10. Question: How do I order Original Receipts Envelopes?
Answer: Envelopes can be ordered from the Harris Travel Portal or the Harris Intranet Homepage
Click > Harris Travel > Shared Services > Order Receipt Bags
Complete the form as required
Select envelope - Form # H-2998
11. Question: When I click a new screen pops up that is blank or displays a
coffee cup like the screen shot below. Whats going on?
Answer: The first time you view an image, the system will log you in to the imaging system
automatically and verify your level of access. Because of this, the system may take a little longer
(up to one minute) to pull up your images and will show this coffee cup until it retrieves your
images.

12. Question: I am viewing my images but I only see the first page. How do I view the rest of my
receipts?
Answer: Most images will contain more
than one page since the first page should
always be your Barcode Receipt
Coversheet. To view the additional
images, you can use the arrows or the Use the arrows or
drop-down within
drop down menu in the lower left corner your viewer to view
additional pages of
of your viewer, or you can press F9 to images
view thumbnails of all the pages. You may

need to maximize the window to see the
thumbnails.
13. Question: Ive finished viewing my images, and Im now ready to submit my expense report.
What is the next step?
Answer: First, it is important to close out of the WebNow browser window that is displaying your
images. Every time you view your images, you are using a license for the software as long as your
WebNow browser window remains open. By closing the window, you are freeing up the license
for other users of the system. Once you have finished viewing your images and have closed your
WebNow browser window, simply go to the applicable expense report in PeopleSoft and click >
to enable the Submit button. You can then submit your expense
report to your Approver.

APPENDIX - DROP-OFF LOCATIONS FOR ORIGINAL RECEIPTS
Drop Off Location for Original

Street Address City State Division
Receipts Envelopes
400 Interstate Park Dr, Bldg 408 Montgomery AL HITS Facility Admin
Colorado
8955 Drennan Rd, Lot 1 CO HITS Admin/Mail Room #1063
Springs
1225 Evans Rd Melbourne FL HITS Lobby
1025 West NASA Blvd Melbourne FL HITS Interoffice Mail or Bldg C-Travel
7925 NW 12th St, Suite 300 Miami FL HITS Suite 300
4890 West Kennedy Blvd, Suites 220/280 Tampa FL HITS Facility Admin
1728 Corporate Crossing, Suite 2/3 O'Fallon IL HITS Facility Admin, Suite 2
950 Blue Gentian Rd Eagan MN HITS Copy Center
1408 Ft. Crook Rd South Bellevue NE HITS Travel Administrators
New Mexico State University Las Cruces NM HITS Facility Admin
4027 Colonel Glenn Hwy, Suite 230 Beavercreek OH HITS Front Office
609 S Kelly Ave-Silver Leaf Office Edmond OK HITS Break Room
1201 East Abingdon Dr, Floors 1/2/5 Alexandria VA HITS 5th Floor Lobby Desk
920 Corporate La Chesapeake VA HITS Front Desk
21000 Atlantic Blvd, Suites 200/300 Dulles VA HITS Mailroom
7799 Leesburg Pike, North Tower Falls Church VA HITS Next to Workstation #6044
13900 Lincoln Park Dr, Suites 3/5 Herndon VA HITS Suite 3
44873 Falcon Place, Suite 150 Sterling VA HITS PAA Workstation

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GSS-Travel Reimbursement

GSS Travel & Expense

TIPS TO USE THIS GUIDE

PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 1|P a g e GSS-Travel Reimbursement

PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 2|P a g e GSS-Travel Reimbursement

ORIGINAL RECEIPTS PROCESS FUTURE STATE

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PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 4|P a g e GSS-Travel Reimbursement

Step 2. Expense Report must be >

Step 3. Print >

Step 6. Click > to review receipt images for legibility

Step 7. Click >

Step 8. Click > to send to Approver

Use Form #H-2998 to order envelopes

Step 10. Send Original Receipts Envelopes to GSS-Travel Reimbursement:

Step 11. Audits & Payment Processing

to send the expense report to the Approver. Examples of expense

Warning pop-up to notify if report has not been saved:

Step 3. Print Barcode Receipt Coversheet

Click > to print the Barcode Receipt Coversheet using your

Click > after printing.

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PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 7|P a g e GSS-Travel Reimbursement

8) Click to continue to Step (4).

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Barcode Receipt Coversheet MUST be the first document scanned or faxed!!

If the Travel Docs button is not available, manually enter traveldocs@harris.com

PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 9|P a g e GSS-Travel Reimbursement

It is strongly recommended to tape original receipts and applicable backup

Email example sent from ImageNow@harris.com:

Receipt images for Doe, John have been received.

PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 10 | P a g e GSS-Travel Reimbursement

Click > at the bottom of the expense report page.

Barcode Receipt Coversheet MUST be the first document scanned!!

PeopleSoft 9.0 Revised: 2/8/2011 10:12 AM 11 | P a g e GSS-Travel Reimbursement

successfully, click >

Click > to send the expense report to the Approver.

Click > to open a window with images of the receipts and

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Barcode MUST be visible through the window to

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Payment of an expense report is not dependent on receiving the Original Receipts

Step 11. Audits & Payment Processing

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6. Question: When I click , my PC or laptop froze. Why?

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view thumbnails of all the pages. You may

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Drop Off Location for Original

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