HCAM Employee Travel Reimbursement Process

-> Log onto the IBM Home Page: https://w3.ibm.com and click on the 'Expense
Reimbursement' icon.

-> Click on 'Open Travel@IBM'

-> The Travel@IBM Application will display.

-> To create a new expense report click on 'New' -> 'Start a Report'.

-> The following screen will display. Any field with a red bar is a mandatory field.
Note: Policy will default to Int'l Assignment or Global IBMer. You must change this to
HCAM Policy. Below will describe this more.

-> Report Name: Enter a Report Name. Always start your Report Name with HCAM. Example:
HCAM - Trip to the US

-> Policy: Click on the drop down arrow and select Travel and Expense (HCAM) as the policy.

-> Plan Type: Click on the drop down arrow and select In HCAM (HX).

-> Assignment Name: Click on the drop down error are select the Assignment Name that
correlates to the Plan Type.
-> Enter a Business Purpose. Always start the Business Purpose with HCAM. See Example
above.

-> If your department will be charged for this Expense report, then you do not need to fill in
any of the accounting fields. This will be defaulted by the system. Only change this
information if something other than your default department will be charged.

-> Complete the remainder of the information and click on the 'Next' Button twice.

-> The following pop-up will display. Click on No as Per Diem does not apply to the HCAM
Program.

Note: HCAM employees are not entitled to Travel Allowances and will receive a hard stop
upon submission if added.
-> The 'Expense Types' will display on the screen.

-> Select the expenses incurred to travel to the US one at a time and complete the field
information required for each expense. Remember, only those transportation expenses
incurred to travel to the US are eligible for reimbursement. This includes Air Transportation
expenses and any travel expenses incurred to and from the airports.

Example of added an Airfare expense. Click on the expense and the screen below will display.
Any field with a red bar is mandatory and must had data entered.
-> Click on the calendar to select the transaction date of the airfare.
-> Select the airline vendor from the Vendor drop down.
-> Enter the City of Purchase. This field has a type ahead feature.
-> Enter the Departure and Arrival Airports. These fields have a type ahead feature.
-> Payment type would remain cash as only expense put on your US card can be submitted in
the US.
-> Enter the amount incurred.
-> You may be prompted with exception messages which are indicated with a red exclamation
point (!). These will require you to enter in a comment in the 'Comment' field. An example is
the system will prompt a question asking why you did not use your local charge card. You
would indicate it was purchased with your India Corporate Card or whatever the right response
is.
-> Example of a saved expense with exceptions.

-> Enter a comment for the questions asked and click on Save. Notice the system now states
Comment should provide an explanation.
-> Any time you see the yellow icon below this means you must attach a receipt for that
expense. This can be completed by clicking on the 'Attach Receipt' icon. This is one of
several ways to attach receipts which you can read more about in the education provided.
Below are the screens on how to attach it as you enter each individual expenses.
-> Since receipts are attached at the line item level, US employees do not have to mail in hard
copy receipts.

-> Click on the 'Attach Receipt' button

-> The following screen will display

-> Click on 'Browse' and select where you save the receipt on our machine. Once you find it,
click on open and then click on the 'Attach' button and click on the 'SAVE' button.

-> Once your receipt is attached, the yellow icon will change to blue. Now you can move onto
your next expense following the same steps.

-> All of the US HCAM expenses are taxable. HCAM policy provides for some tax assistance.

-> Tax Assistance will be automatically calculated by the system and included in your cash
reimbursements.

-> All HCAM expenses will be automatically routed to your manager for approval.

After all receipts are uploaded, hit Submit.