WORKFLOW MANUAL TRAVEL FORM V.2

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1 WORKFLOW MANUAL TRAVEL FORM V.2 March 1, 2005

2 Table of Contents 1. What is WorkflowGen A.K.A Workflow? 2. How do I get to the Workflow Application? a. What is my username and password? b. Locating web enabled forms. 3. The new Travel Form. a. Form Overview b. Form Sections c. Section and Data fields described 4. Working with the form. a. Initiator b. Clerk c. Approval process 5. Contact Support 2

3 1. What is WorkflowGen A.K.A. Workflow? WorkflowGen is a web based program that provides a quick and simple way for deploying eforms with process automation. Using WorkflowGen with Adobe PDF you can turn any printed document or form into an eform. This digital form can be handled directly in any web browser. The form can be filled in on-line and forwarded directly to your director, principle, or clerk for approval. As more and more eforms are created less and less paper will be needed. 3

4 2. How do I get to the Workflow Application? To utilize the WorkflowGen program the user must go to the proper website. There different ways to get there below two of them are described. 1. Open Internet Explorer and type the following link in the address bar and click Go or press enter Open Internet Explorer and go to the Laredo ISD homepage ( Once there follow the screens below. 3. Click here. 4

5 5 4. Scroll down the Finance page and click on the Financial Operating Guidelines link.

6 5. Click here. Whether you used method one or method two upon getting to the WorkflowGen program you will get the following prompt. 6

7 A. What is my username and password? Username: This should be the user s LISD account Username. Example: User name would equal jdoe. Password: This is a combination of the user s first name, last name and SSN. The 1 st letter of the first and last name and the last 6 digits of the SSN are used to create the password. Example: John Doe Password = j456789d Once the username and password have been entered press OK. If the right combination was entered the following screen should be displayed. At this point the user has successfully logged onto the WorkflowGen program. 7

8 B. Locating web enabled forms. After a successful login the user can access his/her web forms. The list of web forms available may vary among users. Click on New Request to view available web forms for this user. 8

9 9 This is the list of available web forms. This list may vary.

10 3. The new travel form The ALL_TRAVEL_WORKFOW will encompass all travel types. The form will include In-State travel, Out-of-State travel, In-State student travel, and Out-of-State student travel. Automated Out-of-State travel rate fetch, employee information fetch, and better data validation are some of the features imbedded into this new form. 10

11 1. Select the type of travel form to be filled out. A. Form Overview 2. Enter SSN of the traveling employee. 3. Gray form fields will be automatically populated once the SSN is entered. 4. These white fields must be entered by the user (requestor). 5. The form will retrieve the breakfast, lunch, dinner, and lodging rates for Outof-State travel. For In-State travel the default values are shown and lodging will be entered by the user. 6. The user will enter # of people, # of days, # of rooms, and # of nights. 7. The form will calculate totals based on amounts entered. 8. The approval section includes these gray boxes and the box at the top right of the form. 12. Press button to validate form and submit. 9. Clear form to the original state. 10. Attach files in PDF format for multiple pages as supporting documentations Enter account number for these travel expenses.

12 B. Form Sections 12

13 C. Sections and Data fields Described SECTION ONE: Section one is for general travel information to be entered by the action initiator and or the clerk. FIELD DESCRIPTIONS: *** All these fields are required unless otherwise instructed *** TRAVEL TYPE: This is a drop down box. It gives the user the ability to select the type of travel he or she will be doing. The four choices allowed are In-State travel, Out-of-State travel, In-State student travel, and Out-of-State student travel. SSN: A text field which will only allow text in social security format ( ) to be entered. NAME: Full name of employee in correspondence to social security number entered. This field is automatically populated. CHECK PAYABLE TO: Name of person or company LISD will issue the check to. This field can be modified if needed. TITLE: Job Title of employee in correspondence to social security number entered. account of employee in correspondence to social security number entered. DESTINATION: Final destination of travel. Enter the city in the text box and select the state from the drop down menu. DATE OF REQUEST: Date Travel form request was initiated. PURPOSE OF TRIP: A brief description of reason for trip. ACADEMIC OR FISCAL STANDARD: Type the standard that will be met by attending this trip. DRIVER S LICENSE #: Employee driver s license number. This field is only required if requesting mileage reimbursement. DRIVER S LIC EXP DATE: Employee driver s license expiration date. This field is only required if requesting mileage reimbursement. 13

14 VEHICLE INS POLICY VENDOR & #: Car owner s automobile insurance provider and policy number. This field is only required if requesting mileage reimbursement. VEHICLE INS. EXP. DATE: Car owner s automobile insurance expiration date. This field is only required if requesting mileage reimbursement. DEPARTURE DATE & TIME: The travel beginning date and time. It must be entered in the following format MM/DD/YYYY HH:MM TT. An example is 12/8/ :30 PM. RETURN DATE & TIME: The travel ending date and time. It must be entered in the following format MM/DD/YYYY HH:MM TT. An example is 12/9/ :30 PM. FUND/FUNC/OBJ/SUB-OBJ/ORG/PROG/AMT: The general ledger account number where these travel expenses will be charged to and it must be a valid account number. SECTION TWO: Section two is for travel rates and total cost of trip. The breakfast, lunch, and dinner default travel rates are for Texas only. Out-of-State travel rates (including lodging) will be automatically updated once the destination city and state, departure date, and return date are entered. The user will have to enter all other information. Totals will be automatically calculated. FIELD DESCRIPTIONS: BREAKFAST RATE: The monetary value LISD will pay for breakfast given the city, state, and traveling dates. # OF PEOPLE: Total number of people included in this travel request. # OF DAYS: Total number of days the employee qualifies for breakfast reimbursement. (Leave before 8:00 AM Return after 8:00 AM) LUNCH RATE: The monetary value LISD will pay for lunch given the city, state, and traveling dates. # OF PEOPLE: Total number of people included in this travel request. # OF DAYS: Total number of days the employee qualifies for lunch reimbursement. (Leave before 12:00 PM Return after 12:00 PM) DINNER RATE: The monetary value LISD will pay for dinner given the city, state, and traveling dates. # OF PEOPLE: Total number of people included in this travel request. # OF DAYS: Total number of days the employee qualifies for dinner reimbursement. (Leave before 6:00 PM Return after 6:00 PM) 14

15 SECTION 3: LODGING RATE: The monetary value LISD will pay for lodging given the city, state, and traveling dates. # OF ROOMS: Total number of rooms needed. # OF NIGHTS: Total number of nights the employee qualifies for lodging reimbursement. Original detailed receipts required. MILEAGE: Has a fixed formula. The employee must enter total miles traveled. The form will calculate the reimbursement amount. PLANE FARE: Cost of plane travel. Original detailed receipts are required. District approval is required. REGISTRATION FEES: Fees associated to the enrollment of a seminar, class, or any other activity pertaining to the main purpose of the trip. Original detailed receipts are required. OTHER EXPENSES: Any other fees or expenses not described above. These will have to be itemized and original detailed receipts are required. Section three is for travel form approval. The immediate director, program director, accounting clerks, CFO and the superintendent will use this section to refuse or approve the travel form. Any of the above mention individuals can click on the revision button to send the form back to the initiator for corrections. FIELD DESCRIPTIONS: REVISION COMMENTS AND OTHER COMMENTS: This area will be use to enter any comments directed at the initiator. This field is required only if the revision button is clicked or if the travel form is refused. ALL APPROVAL BOXES: The name of the person approving the form will automatically be entered. The user will just have to click YES (approve) or NO (refuse) and submit the form. If the user clicks on NO then a reason will have to be entered in the REVISION COMMMENTS text box. 15

16 4. Working With The Form Several people will come in contact with the form each with a different action and/or purpose. The life cycle of the form begins with the initiator and ends with a database export function later to be used for reporting. A. INITIATOR PROCESS Log on to the WorkflowGen application as described in section two of this manual. The user should see the following screen. Click New Request to see available workflows for your account. Once the workflow list appears select the ALL_TRAVEL_WORKFLOW. 16

17 Click on the ALL_TRAVEL_WORKFLOW link. Click here to launch the action and start filling out the form 17

18 If the user sees the following screen the action has been successfully launched. At this point it is time to start filling out the form. The step will be described on the following page 18

19 1. Select Form Type 2. Enter your SSN Remember this field can be modified. 3. Enter all relevant data in the white and green text boxes. *note Driver Lic and car insurance are only need if mileage reimbursement is requested. Note: If traveling out of state, meal and lodging rates will be updated once destination, departure, and return date are entered. 4. Scan and upload a PDF file with receipts and other needed documentation. Click on Attach File to browse for files. 5. Submit form. If there are any errors the form will notify the user and point them in the right direction. 19

20 Once the form is submitted successfully the following screen is viewed next. On this screen the user must select the account clerk for his or her department/campus by click on their name once and then the assign button. 1. Click on a name. 2. Click on Assign. 20

21 At this point the initiator has completed his or her part of the ALL_TRAVEL_WORKFLOW process. Click on Home to return to the main screen. 1. Click here for the main menu. 21

22 B. CLERK PROCESS The main function of the clerk is to enter the general ledger account number for the travel request. Follow the steps in section two to reach the main workflow screen. The user has a menu called My actions to do. This menu option lists all actions that have been assigned to this user. This is the name of the Form/workflow. This is the name of the next action to be done. Click here to continue. This area describes the action that needs to be done. 22

23 Click here to launch the action and get Click the here following to screen. launch the action. 1. Enter a correct general ledger account number Click here to finish and submit form.

24 Select the immediate supervisor of the user submitting the travel form and click Assign. This screen gives the user an overview of the form history and future actions. Click on Home to return to the main menu. 24

25 C. APPROVAL PROCESS The approval process is the same for all supervisors (Immediate Supervisor, CFO, Special Program Director, Superintendent, AP Budget, and AP Clerk). When you have received an notifying you of a pending approval process log on to the WorkflowGen application and view your Action to do list. Launch the action you would like to approve. Wait for the form to load and look for your corresponding approval box. Click on YES to approve or NO to refuse. If you click NO a reason will have to be given and then click on the Submit Travel Form button. The name of the eform/workflow This is the name of the next action to be done. Click here to continue. This area describes the action that needs to be done. 25

26 Click here to launch the approval action. Your name will already be filled out. Select YES or NO. If NO was selected enter comments here. Submit the travel form. 26

27 This screen gives the user an overview of the form history and future actions. Click on Home to return to the main menu. 5. Contact Support For question please contact Gilbert Perez at the Information Technology department. His phone number is

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