Job Aid. Tvl Admin - Create Travel on Behalf

Transcription

1 Tvl Admin - Create Travel on Behalf

2 Table of Contents Overview... 3 Objectives... 3 Enterprise Roles... 3 Create a Travel Request on behalf of a meeting participant... 4 Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send General Overview on the Subsequent Approval Process Find Status of Existing Travel Request Amending or Deleting a Travel Request Deleting a Travel Request Amending a Travel Request Umoja Training 2/32

3 Overview This Job documents the process of creating a Travel Request by the Travel Administrator NS (TV.06) on behalf of Meeting Participants who do not have access to Umoja. NOTE: Please refer to the Job s Tvl Admin - Request HR Mini Master Form and Tvl Admin - Create HR Mini Master Record for further details on how to obtain the Mini Master Form and how to request the creation of an HR Mini Master Record in Umoja. Objectives This Job will walk the Travel Administrator through the process of creating a Travel Request on behalf of a Meeting Participant. Please note that this Job is a condensed version of the steps needed to perform this activity. A complete end-to-end version of the process can be viewed here: To Create Meeting Participant Travel (On behalf) Note: The above links will lead you to simulations, interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided Enterprise Roles Travel Administrator (TV.06) has the rights to create Official Travel Request on behalf of a Meeting Participant. Please contact your administrative focal point if you are unsure who is performing this role in your Office. Umoja Training 3/32

4 Create a Travel Request on Behalf 1. Log in to Umoja Portal. 2. Click on Travel Administrator tab. Umoja Training 4/32

5 3. Click on Travel Administration link. 4. Click on Create and process Travel on behalf link. Umoja Training 5/32

6 5. Click on Personalization button. If the Employee List does not show the Add Employee and Remove Employee options, the user needs to personalize the selection criteria first (this needs to be done only once). 6. Click on the Selection By Matchcode. 7. Select P to use List of Personnel Numbers and click OK. Umoja Training 6/32

7 8. Click on Save button. 9. Click on Travel Administrator tab. 10. Click on Travel Administration link. Umoja Training 7/32

8 11. Click on Create and process Travel on behalf link. 12. Click on Add Employee(s) button. 13. Enter the Personnel Number (Index Number). If the Personnel Number is not known, it can be searched using the Matchcode button. Search can be done using any known criteria (i.e Last name, First name, etc) Umoja Training 8/32

9 14. Click OK to add the traveller to the Employee List after entering the Personnel Number 15. Select the traveller from the list to create/process travel on his/her behalf. The system will display the Work Center for the selected traveler below. 16. Click on Create Travel Request button to start the process. Umoja Training 9/32

10 17. Select Create Official Travel from the drop-down menu. Umoja Training 10/32

11 Important Information 18. On the Important Information page, select I acknowledge that I have read and understand the above requirements check box. Even though the average meeting participant does not have a supervisor in the UN system the compliance boxes need to be checked to move to the next screen. It is understood that the actual traveller is responsible to comply with conditions detailed in the travel request. 19. Click Start Form Umoja Training 11/32

12 Start Form 20. On the Start Form page, select the Travel Type from the drop down menu and choose 01. Official Business 21. Click Overview button to go to the Overview page Umoja Training 12/32

13 Overview 22. Select I acknowledge that I have read and understand above requirements check box 23. Click on General Data to proceed to the next page Umoja Training 13/32

14 General Data 24. Select Traveller Type drop-down menu and select Non-Staff 25. Enter Number of Travellers and Journey Type. For meeting participants the number of travellers is always to be selected as one. Only staff members have under specific circumstances the option of travelling on official busines travel with family members. Umoja Training 14/32

15 26. Complete the Work Start Date/Time and Work End Date/Time fields The Work Start Date - the date the Traveller is expected to report to work for this assignment. The Work Start Time - the time the Traveller is expected to report to work for this assignment. NOTE: Please remember that Umoja uses 24-hour format which should be applied while entering the times for travel The Work End Date the date the Traveller's last day of work for this assignment. The Work End Time - the time when the Traveller is expected to finish work for this assignment. 27. Enter Travel Purpose Mandatory field. This is a short free text description of the purpose of the travel and maybe the reference to an authorizing document e.g. invitation letter. If additional space is required please continue to write in the Special Instructions field below. This field remembers previous entries, hence for future trips you may select the purpose from the memory by clicking the box on the right. Example: To attend UNEP/MAP Focal Points Meeting Umoja Training 15/32

16 28. Enter Comments/Special Instructions (if applicable). NOTE: In case that the traveller has specific time constraints that are to be considered, s/he must enter a comment clarifying this situation. For example, a traveller can only depart after close of business, as s/he is required to attend a full day meeting the day of departure. The Travel & Shipment Approver will evaluate the validity of the request (as the request may increase ticket cost to the Organization), and, if approved by the Travel & Shipment Approver, the Travel Processing Office will issue a ticket in line with the traveller s request. 29. As required, complete the Departure Date. NOTE: Traveller must only enter the Departure Time if s/he will not be able to departure after a specific time. For example, if s/he is planning to departure after a full day s work. 30. Click the Matchcode icon in the Departure City/Country field to search for the departure city/country. In the event that the location you are travelling to/from is not available, please refer to the separate Job entitled Add a City. NOTE: Start typing slowly the name of the Departure/Arrival City; the system will automatically display the names of cities available in the system, from which you can select the appropriate one. NOTE: Please keep in mind that only the departure and final destination is required, unless there is a change in mode of transportation or a forced stopover. See comments above the itinerary section. E.g., the correct itinerary for a trip from Beirut to New York would NOT require to record the connecting point like Paris, Frankfurt, London etc. Umoja Training 16/32

17 31. Click Mode of Travel drop-down menu and select the appropriate mode. In this example 01 Commercial Aircraft was selected. 32. Enter Arrival Date NOTE: It is NOT necessary to enter the arrival time at this point. The exact departure and arrival times are only required in the Expense Report and if the travel ends on the same day. 33. Enter Arrival City/Country If you press the Enter key after entering the Arrival City/Country while keeping the cursor inside of the field, the Subsistence Country field populates automatically. Umoja Training 17/32

18 34. Select the Subsistence Region NOTE: Use the Matchcode on Subsistence Region field to perform the search. 35. To create a new itinerary line, click the button. 36. Complete the details of the returning trip. Umoja Training 18/32

19 37. Select 2 DSA/MSA Not Payable option from the drop-down menu of the Applicable Subsistence menu. NOTE: No DSA/MSA payable on the return flight. If the traveller is entitled to the additional 15 % or 40 % DSA supplement please ensure the respective flag is set in the traveller s mini-master record on infotype 17. NOTE: Subsistence Country and Subsistence Region will be automatically populated by the system after selecting No DSA/MSA payable. 38. Click on Save Draft button. NOTE: Clicking the Save Draft button will assign a number to the Travel Request. This will allow attachments to be added to the request by clicking the Attachments tab located at the top of this screen. 39. Click on Additional Data button to proceed to the next page. Umoja Training 19/32

20 Additional Data 40. On the Additional Data page, check the box next to Allow the system to calculate the Subsistence Allowance to allow the system to automatically calculate the DSA corresponding to the itinerary entered. Subsistence Allowance is the fixed amount payable by the Organization to cover traveller's expenses, accommodations, meals and incidentals. The per diem begins upon arrival at the authorized destination. For more details please refer to ST/AI/2014/2 which is available in the reference box on pages one, two and three of the Umoja Travel Request. 41. If applicable, click on Enter Deductions button and mark boxes as needed. Umoja Training 20/32

21 42. On the Addition Data screen, choose Yes for Travel Advance Requested if indeed you with to receive a travel advance. If you chose no the full amount due will be paid upon processing the corresponding Expense Report. Please note that the system may initiate recovery action of any advance paid if the Expense Report is not submitted within 14 days of official trip end date. If YES is selected, Advance Payment Mode will be displayed. The traveller can select how the travel advance will be disbursed. Options are EFT or Other: EFT (Electronic Funds Transfer) Note: If EFT is selected, a drop-down menu will appear from which user can select his/her bank account. Other (UNDP, Cheque or Cash) Note: If Other is selected the instructions can be entered as a free text in the Remarks field shown below. The TSA will review and approve the selection 43. Click the Enter Estimated Costs button to enter the cost for the necessary Expense Types Umoja Training 21/32

22 44. Enter the estimated ticket cost. You may obtain this value from an internet booking tool or the office s service provider or any other reliable source. It is not required to provide the exact cost. A sound estimate suffices as it serves primarily the automated budget availability check. You may choose another currency if the default TPO currency does not apply to your ticket. 45. Click Calculate if Terminal Expenses are to be paid. (Follow the procedure outlined below) Umoja Training 22/32

23 Example: If the number of trips for which transportation was NOT provided free of charge is one (1), enter it in the Number of Eligible Arrivals/Departures field as Click Accept 47. If the Meeting Participant expects additional expenses (i.e. excess baggage, airport tax, etc.) he/she may enter it by clicking on the Add New button. NOTE: Other costs may be selected to pay one (1) extra day of DSA, if applicable, in lieu of terminal expenses as shown below. Umoja Training 23/32

24 48. On the new line, select the Matchcode button to choose the expense type. 49. Click button to make the selection and click on the OK button. 50. As required, complete the estimated costs field for the Other Costs line. In this case this amount will be one day of DSA in the corresponding location. NOTE: This process is only used in some locations where instead of Terminal Expenses, Meeting Participants receive one day of DSA. If this procedure does not apply to your particular location, proceed with the process explained below entering the corresponding Terminal Expenses. 51. Click Save Draft and Accept to return to the Additional Data page Umoja Training 24/32

25 52. The system will default the cost assignment applicable for your trip. If, however, the trip should be charged to another cost center or split across multiple cost centers, please click on Change Cost Assignment and update accordingly. Details of the other cost assignment have to be obtained off-line. 53. Click Yes or No for voluntary downgrade, as applicable. 54. Select Yes or No, as applicable, if higher standard of accommodation has been approved. If Yes please ensure that the approved TTS.3 form is uploaded as an attachment to the request. 55. Select No, if no other trips paid by the UN were undertaken in conjunction with this travel. Umoja Training 25/32

26 56. Select No to the question if leave was taken in conjunction with this travel. 57. Select No for the remaining questions 58. Complete Justification if Travel Request is submitted less than 21 calendar days prior to departure date. 59. Click Personal Deviation button to proceed to the next page. Umoja Training 26/32

27 Personal Deviation 60. On the Personal Deviation page, click Yes or No to indicate if a personal deviation is requested. In this case, there is not personal deviation. NOTE: If there is a Personal Deviation, provide new travel itinerary details in the box that will appear below after selecting Yes. 61. Click on Review and Send button to proceed to the next page. Umoja Training 27/32

28 Review and Send 62. Under Review and Send page check the Itinerary Details. 63. Select the Save and Send for Approval radio button It is the traveler s responsibility to read, understand and comply with the information provided here. Failure to submit an Expense report within 14 calendar days of return will result in the automatic recovery of any travel advance given. In addition, traveler will not be able to submit additional expense reports until the prior expense report is submitted. 64. Click on the Save and Send for Approval button to submit the Travel Request for further approval. Umoja Training 28/32

29 Once submitted, the Travel Request is sent to the Travel and Shipment Approver, who is responsible for certifying all travel and shipments from all categories of personnel 65. The final screen should look similar to the screenshot below. If there is any error message, it will appear on this screen. Please follow the instructions on the screen in regards to medical and security requirements as prompted by the system. NOTE: Please submit an Expense Report upon return from travel that is linked to this travel request. Do NOT submit a stand alone Expense Report for a trip with an approved travel request. NOTE: In the event that the system displays a warning message (yellow triangle) stating that the overall budget is exceeded please contact your TSA and Supervisor as soon as possible. The system does not stop the submission of the request but the TSA will not be able to approve unless funds are made available. TIP: It is recommended that upon submission of the Travel Request the traveller checks the status of the document in the Traveller Work Center at regular intervals e.g. daily. as will be shown below. Umoja Training 29/32

30 General Overview on the Subsequent Approval Process Once submitted, the Official Travel Request is routed to the Travel and Shipment Approver (TSA) who certifies the Travel Request. Then, the Travel Request is routed to the Travel Processing Officer for final approval. Find Status of Existing Travel Request With Umoja, the Travel Administrator will be able to see the Status of the Travel Requests and the Recommended Actions at any time accessing to the Create and Process travel on behalf link showed at the beginning of this Job. After selecting a traveller from the Employee List, the system will show the Traveller Work Center for that Meeting Participant. Umoja Training 30/32

31 Amending or Deleting a Travel Request The Travel Administrator can change or cancel a Travel Request on behalf of a Meeting Participant in a similar way to the one described above. Deleting a Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL Before the request has been submitted for approval, it can be deleted by following these steps: 1. Identify the Travel Request under the All Trips (on behalf) tab (or in the specific tab). 2. If deletion is required, click on Delete and follow the subsequent steps. AFTER THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL OR HAS BEEN APPROVED Once the request has been submitted for approval to a Travel and Shipment Approver, the request can be cancelled by following the steps below: 1. Go to Create and Process Travel on behalf and select the appropriate traveller. 2. Find and highlight the Official Travel Request you wish to cancel in All Trips (on behalf) tab. 3. Click on Request Cancellation. Umoja Training 31/32

32 Amending a Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL 1. Go to Create and Process Travel on behalf and select the appropriate traveller. 2. Under All Trips (on behalf) tab, find and highlight the request you wish to amend. 3. Click on Change to amend the request. NOTE: You can also request the Change from the particular tab (Official Travel for this example). In this case, the Change button will be at the bottom of the page, as shown below: AFTER THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL OR HAS BEEN APPROVED Once the request has been sent for approval or has been certified and approved, the Travel Administrator will have to contact the Travel and Shipment Approver (by phone or , but outside Umoja) to amend the request or return to the staff member to apply any changes. Umoja Training 32/32