Creating a Pre Trip Approval

Xerox Corporate Policy states that all domestic travel that includes airfare and all international travel require the completion of a pre-trip approval report. The Pre-Trip Report form should be used to obtain management approval for expenses you expect to incur while on your business trip.

If you are planning a business trip that meets the above criteria, you are required to obtain an estimate of your air travel, hotel and car rental through Xerox Travel On-Line (XTO) at https://www.xto.extranet.xerox.com before completing a Pre-Trip Approval Report in E-Pay. For those of you who are unable to obtain an estimate of cost for your travel arrangements on-line (e.g. international travel and multiple city bookings), please call 1-877-620-7222 for the US or in Canada, please call 1-877-620-7264.

1. Click the Create a new expense report link from the welcome panel. 2. Select Pre Trip Report from the forms list and click OK

3. On the Expense Report Information screen, enter a Report Name and select a Purpose from the drop-down list.

Note: The system will use the Report Name you choose as the Report Title in your Work Folder; so choose a descriptive name that will help you find it later 4. The trip information panel will now be displayed. You will then have to enter in all details for you trip including destination, trip dates and expense estimates.

Trip Information: You will need to enter in the name of the person traveling, destination, trip dates, and the business need for the trip.

Event Information: Select Yes or No from the drop if this is a registered Xerox event.

Estimated Expenses: Enter your Airline, Train, Lodging and Car Rental Expenses using the dollar values you obtained when pricing your trip in XTO. Enter the total cost of lodging without tax, for instance, the room rate times the number of days.

*Note: Your meal and ground transportation amounts default to a total estimated amount based on the city where you will be traveling. (These are calculated and cannot be increased.)

5. Once you have entered all the required information on the Trip Information panel, select the Save and Submit button at the top of the panel. 6. Verify that all information is correct and that your approver is displayed correctly and hit the Save & Submit button. Your report will not route to your approver.