Create Entitlement Travel Request. Table of Contents

Transcription

1 Table of Contents Overview... 2 Objectives... 2 Enterprise Roles... 2 Create an Entitlement Travel Request... 3 Fill in the General Data Page... 5 Fill in the Additional Data Page... 7 Complete the Request and Send for Approval... 7 General overview on the subsequent approval process 9 Amending or Deleting an Entitlement Travel Request Deleting an Entitlement Travel Request Amending an Entitlement Travel Request Umoja Training 1/17

2 Overview This documents staff members self-service creation of an Entitlement Travel Request. This also applies to Travel Administrator s creation of Entitlement Travel Requests on behalf of staff members who do not have access to Umoja. Objectives This will walk the staff members or authorized Travel Administrators through the process of creating an Entitlement Travel Request. Please note that this 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 an Entitlement Travel Request Select Payment Option for Entitlement Travel Request (UN Paid Ticket or Lump Sum) 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 Staff member self-service (available to those staff members with an access to Umoja, otherwise a Travel Administrator has the rights to create Travel Requests on staff member s behalf) Please contact your administrative focal point if you are unsure who is performing this role in your Office. Umoja Training 2/17

3 Create an Entitlement Travel Request 1. Log into Emplyee Self Service Portal. 2. Click the Employee Self-Service SM tab at the top of the screen 3. Click Create Entitlement Travel Umoja Training 3/17

4 4. Once you enter the Offical Travel Page, you must click the checkboxes that acknowledge reading and understanding of the "Travel Initiation Pre-requisites, and confirm that the supervisor, where applicable, has approved the trip and that the absence was recorded in Umoja Time Management. It is the Traveller's responsibility to ensure that these conditions are met prior to creating the Travel Request. 5. Click on Start Form. 6. Select Travel Category and Travel Type Umoja Training 4/17

5 7. Select Request for lump sum calculation or UN purchased ticket 8. Click on Overview to go to the next page. 9. Please read the details on this page to familiarize yourself with entitlements and travel policy. Acknowledge that you have understood the travel policies and click on General Data to go to the next page. Fill in the General Data Page 1. Fill in all the details related to this trip (i.e. is staff member travelling alone or with family, how many persons, etc.) and the approved itinerary. (that to the approved home leave destination) 2. After all the General Data has been filled in, your screen should look similar to this: Umoja Training 5/17

6 NOTE: The approved family members will already be in the system. They will show in Drop Down under Add Travellers. You can click the Copy Above Itinerary button to automatically your previously entered trip information for the new travellers. 3. Once all Family Members have been added and their itineraries populated, click Save Draft and then Additional Data. NOTE: If you need to add any attachments in General Data, you can only do so once you Save Draft as the trip needs to be assigned a number by the system. Umoja Training 6/17

7 Fill in the Additional Data Page 1. Leave I want the system to calculate the Subsistence Allowance unchecked (as Subsistence Allowance is not normally paid for Home Leave travel) 2. 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. 3. Enter a Travel Justification if the request was not submitted 21 days in advance. (The system will prompt you to do this, you will not be able to move on unless you enter the reason for late submission) 4. Click on Save Draft and go to Personal Deviation. Complete the Request and Send for Approval 1. On Personal Deviation page, click Yes if there are any deviation from the approved route, stopovers, etc. Otherwise click No and click on Review and Send. Umoja Training 7/17

8 2. On the final page you have a chance to review all your data, make sure it is correct or go back and change if needed. 3. Click on Save and Send for Approval if you want to submit the request now, if not, then Save Draft and you can get back to it later. 4. The final screen should look similar to this. If there is any error message, it will appear on this screen. Umoja Training 8/17

9 Approval Process and Selection of Payment Option The Entitlement Travel Request, once submitted, will go to the HR Partner for approval, then to the Travel Processing Officer for computing the lump sum. Once this is complete, the system will send a notification to the Traveller requesting him/her to make a choice in the Traveller Work Center between a UN Paid Ticket or the lump sum calculation. Umoja Training 9/17

10 The Traveller Work Center allows you to see the status of all of your current Travel Requests. It is also how you will select whether you prefer to accept the lump sum payment option or UN Paid Ticket. If the lump sum is preferred, the Traveller must acknowledge that in the system. This will send for final approval to the Travel and Shipment Approver and thereafter pay the amount automatically. Please note that an Expense Report MUST be submitted within 2 weeks of return to avoid an automatic recovery of the lump sum. If a UN Paid Ticket is preferred, the Traveller must enter estimated costs in their original Travel Request. This will then be re-sent for approval to the Travel and Shipment Approver. Option 1: Process with Lump Sum 1. Open the Traveller Work Center from the ESS Home Screen (see above) 2. Click the Lump Sum Request tab Umoja Training 10/17

11 Note the Recommended Actions column in the above example. For Trip Number 171, this column displays Create and submit Expense Report because the trip has been approved and has already occurred. For Trip Number 137, the initial request has been approved, but the Traveller must now select between Lump Sum option and UN Paid Ticket option. 3. In the next screen, select the appropriate Trip line item and then click Process with Lump Sum. 4. This will open the previously submitted Travel Request. At this point, the Traveller must simply review and re-send the Request for approval to the Travel and Shipment Approver. To do this first navigate to the Review and Send step in the Request. Umoja Training 11/17

12 5. At the bottom of this screen, select the Save and Send for Approval option. 6. Scroll up to the top of the page and click the Save and Send for Approval button. Option 2: Process with UN Paid Ticket 1. Open the Traveller Work Center from the ESS Home Screen (see above) 2. Click the Lump Sum Request tab Umoja Training 12/17

13 3. In the next screen, select the appropriate trip and select Process with UN paid ticket. 4. The initial Travel Request will open. Click on the Additional Data screen. 5. Scroll down on the Additional Data screen and click on Enter Estimated Costs. A new screen will appear. Umoja Training 13/17

14 6. In the Estimated Costs column, enter your estimated ticket cost (obtained from a Travel Agent or online search). Make sure the correct currency is selected in the Currency column. 7. Click on Calculate Terminal Expenses. (for staff member and all family members) and enter the number of trips for which free trasnportation to and from the airport was or was not provided. 8. Click on Accept, to return to the Enter Estimated Costs page. 9. If you have any other travel related expenses, such as excess baggage, click on Add New tab to enter. Umoja Training 14/17

15 10. The Enter Estimated Cost Center screen should should look similar to this: 11. Click on Save Draft and Accept to return to the Additional Data Screen. 12. Now proceed to the final screen of the Travel Request, the Review and Send screen to re-submit the Travel Request for final approval by the Travel and Shipment Approver. Amending or Deleting an Entitlement Travel Request You can view the status of all of your Travel Requests through the Traveller Work Center, accessible from the ESS home screen (see above). Deleting an Entitlement Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL Before the request has been submitted for approval, it can be changed or deleted by following these steps: 1. Identify your Entitlement Travel Request under Entitlement Travel tab. 2. If deletion is required, click on Delete and follow the subsequent steps. Umoja Training 15/17

16 AFTER THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL OR HAS BEEN APPROVED Once the request has been submitted for approval to an HR Officer, the request can be cancelled by following the steps below: 1. Go to Employee Self Service (ESS) Traveller Work Center 2. Find and highlight the Entitlement Travel Request you wish to cancel in All My Trips tab. 3. Click on Request Cancelation. Amending an Entitlement Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL 1. Go to Employee Self Service (ESS) Traveller Work Center 2. Under the Entitlement Travel tab, find and highlight the request you wish to amend. 3. Click on Change to amend the request. Umoja Training 16/17

17 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, a staff member or a Travel Administrator will have to contact the HR Office (by phone or , but outside Umoja) to amend the request or return to the staff member to apply any changes. Umoja Training 17/17