Users can log into Duckweb using their UO ID and Personal Access Code (PAC) and from the Employee menu select 'Travel Reimbursement'.'

• Duckweb is designed for use with Internet Explorer.  If you choose to use Netscape, Version 7 or higher provides the best formatting.

• If form is wider than your computer screen your display setting is probably 800 by 600 pixels or lower.  Try decreasing the text or font size using the Netscape or Internet Explorer View menu or increase your resolution.

• Try not to use the "Back" button on your browser (Netscape or Internet Explorer) toolbar unless necessary.  This may cause your browser to crash.

• Use the Tab key or the mouse to navigate in the form.  Use of the Enter key can cause errors and unexpected results.

• Enter all dates in "MM/DD/YY" format.

• Use the Save Document in Process button frequently.  Inactive sessions time out in 25 minutes and unsaved documents are lost. There is an automatic save at 20 minutes if you have not already saved your document.  If you are timed out, check your in process documents first before restarting the reimbursement.

• Use the 'Calculate Total' button to correct errors, calculate values and totals.  Each time you save or re-calculate your document text is displayed at the top of your document .  Notes are informational, errors must be rectified before the document will calculate all sections properly.

• Travelers use the 'Submit for Approval' button to forward the document to their certifier.  Certifiers use the Create Invoice button when your document is complete, calculated and error free and you have a signed copy on file.

• When you click a button your travel document will be re-calculated and/or saved.

  Button	Calculates	Saves
  Calculate
  Print Document in Progress
  Save Document
  Submit Approval
  Create Invoice

• If the text runs off the page when you Print Document in Process try reducing the left and right margins in your browser's page setup. 

• To print the Info notes and errors that appear at the top of the form when you calculate you must print using your browser File menu or print tool.  To avoid text running off the page select landscape in print setup.

• When you have finished a session, remember to Exit Duckweb rather than just closing the browser.

1. Name, ID and Address are displayed from the BANNER database.  If this address is not correct do not complete the reimbursement until the address has been updated. Also consider recommending the traveler authorize direct deposit for reimbursements.

2. Click "YES" if the traveler is a non-resident alien.

3. Travelers should select their department Travel Certifier from the drop down list.  If your department does not have a certifier, press Print Document in Process and turn in with any required receipts to your department travel coordinator.  Your travel coordinator should fill in the appropriate index if necessary, approve your reimbursement, and route to Accounts Payable.  Once your department travel coordinator has approved your reimbursement, select Accounts Payable as certifier and submit the on-line form for approval.  >Travel Certifiers may route the document to another Certifier.

4. Enter destination and date for Trip Identifier (maximum 25 characters).  This will be used as the document identifier and will appear on the check stub.

5. Enter a specific Business Purpose.  For example, include the nature of the research or the name of the conference and why you attended.  Also include any notes about special circumstances such as expenses for other travelers or special rates.  This appears in the document text on the invoice.

1. and 2. Select Depart Time and Return Time fromthe drop down lists. Times are presented in one half hour increments.

3. and 4. From Date and To Date must be in "MM/DD/YY" format.  These dates should not overlap.  If the traveler is seeking reimbursement for intermittent days over a period of time, enter a date range only for the number of days that will be reimbursed, calculate, then correct the dates on the daily list.  The To Date of the last line should be the date of return.

5. Enter City.  The city must be entered exactly as it is on the federal table for the per diem to calculate correctly. Use the List Locations button if you are not familiar with the way the city is listed.  For example Tokyo is listed on the federal table as Tokyo City.  If you enter only Tokyo, the form will not match this against Tokyo City.  It will return the per diem amount for all other locations in Japan, rather than the amount for Tokyo City.

Also use the list locations button if you are unsure of the correct spelling.  Incorrect spelling may result in the wrong per diem rate being calculated.

The lookup table is not case sensitive.

6. Enter two character State abbr for domestic travel or Country for foreign travel. Click List Locations if unsure of spelling.

7. Check Conference if you attended one.  (If conference is checked you are eligible for the higher per diem meal rates and actual hotel cost.  When using actual hotel costs there is no need to break out hotel tax as a miscellaneous expense.)

8. If you are not claiming meals uncheck the Inc. Meals box.

9. Hotel Rate is optional.  Enter the actual rate here if you wish to claim it rather than the per diem rate.  Enter "0" to claim no hotel charges.

10. Add City Lines as required.

11. If the Populate Itinerary button is used, the form will automatically fill in the meals and lodging fields.  If you enter your itinerary locations manually you must also enter the meals and lodging amounts manually.  One way to do this is to enter the location and calculate.  The appropriate per diem amount will be displayed at the top of the page in the notes section.

12. Make changes (update city, state, cnf, per diem rates, and delete or zero out meals you are not claiming).

13. Add Itinerary Lines as required.

Click Calculate Total (at the bottom of the form) to re-calculate and review any errors and/or notes displayed at the top of the page.

1. Enter From Date in "MM/DD/YY" format. 

2. To Date is optional.

3. Enter From City and From State.  City and State spelling must match table values for Total Miles to calculate.  For travel within a city you may wish to enter destinations such as 'hotel', 'airport', 'dinner' for From City and Dest City with a corresponding estimate of Total Miles.

4. Enter Dest City and Dest State.

5. Total Miles is optional.  If left blank Total Miles will be calculated based on standard city mileage tables.  If you enter a Total Miles amount that exceeds standard city mileage tables a note will be displayed at the top of the page.  Either change the amount to the table rate or provide an explanatory note.

6. If Rnd Trip is checked and Total Miles is blank, mileage will be calculated based on city mileage tables X 2.

7. Notes are optional.  However, if you exceed the city mileage table substantially, please explain.

8. Click Add Mileage Lines as required.

9. Click Calculate Total (at the bottom of the form) to re-calculate and review any errors and/or notes displayed at the top of the page.

1. Enter From Date in "MM/DD/YY" format.

2. To Date is optional.

3. Enter From Loc.

4. Enter Dest Loc.

5. Notes are optional.  You may wish to explain circumstances surrounding an unusually high fare or any additional fees.

6. Enter Amt spent on airfare.

7. Click Add Airfare Lines as required.

8. Click Calculate Total (at the bottom of the form) to re-calculate and review any errors and/or notes displayed at the top of the page.

1. Select Type of expense from the drop down list.

2. Enter From Date in "MM/DD/YY" format.

3. To Date is not required for certain types of expenses (for example Phone-Business) and is required for other expenses (for example Lodging Tax).

4. Notes are optional unless the Type of expense indicates that an explanation is required.  This is the case for the business telephone call shown above.

5. Enter Amount spent on the expense.

6. Click Add Expense Lines as required.

7. Click Calculate Total (at the bottom of the form) to re-calculate and review any errors and/or notes displayed at the top of the page.

1. You may enter an index or the Fund, Orgn, Prog, and Actv individually.  If you enter an Index the FOPA will be filled in by the calculate button.  As in BANNER you can override the default FOPA.  If you need to change an index after you have already entered one and calculated, all fields must be deleted for the FOPA to update.

2. Enter Acct.  See FASOM Section 2 to look up an appropriate account code.

3. If using more than one FOAPA, enter Amt.  The total of the account amounts must add up to the total reimbursement.  The total reimbursement is either the grand total or the "claiming only" amount, if claiming less than the total.

4. Click Add Accounting Lines as required.

5. The transaction date is the posting date in FIS.  It defaults the date the form is created.  It can be set to a past date for posting in a previous period if the period is still open.  It cannot be set to a future date.

Click Calculate Total (at the bottom of the form) to re-calculate and review any errors and/or notes displayed at the top of the page.