TV155 Umoja Travel Overview

Transcription

1 TV155 Umoja Travel Overview 1

2 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment 2

3 Course Overview The purpose of the TV155 Umoja Travel Overview course is to explain the impacts of Umoja in Travel Management and give the participant a high level view of the end-to-end Travel Management process. Prerequisite Review You should have completed the following prerequisite courses: NA101 Umoja Overview MD102 Umoja Master Data & Coding Block Overview Course Duration: 1 hours 3

4 Course Objectives After completing this course, you will be able to: Explain organizational impacts of Umoja in Travel Management Describe the high level end-to-end Travel Management process 4

5 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment 5

6 Module 1 Objectives After completing this module, you will be able to: Explain Travel Management process Describe the impact of Umoja in Travel Management process List the roles and responsibilities in Travel Management Identify key benefits and changes 6

7 Key Terminology ESS Key Term Employee Self Service Description Collection of services designed to provide individual employees access to view and maintain their own data. 7

8 Travel Management Process Complete Travel Request form in Travel portal System triggers request for medical, security clearance (where required) and checks for sufficient funds Certifying officer approves, rejects or returns the request for revision Travel Officer approves, rejects or returns the request for revision Traveller obtains medical and security clearance and travels Traveller submits expense report upon return from travel Expense report is settled 8

9 Travel Management Process Complete Travel Request form in Travel portal Traveller logs into the Employee Self Service in the Umoja Portal to access the Travel Module. Traveller must read and acknowledge the summary of travel entitlements and the Travelers responsibilities. Traveller creates a Travel Request with personal information, general trip data and cost center. Traveller submits Travel Request for certification. 9

10 Travel Management Process System triggers request for medical, security clearance (where required) and checks for sufficient funds 10

11 Travel Management Process System triggers request for medical, security clearance (where required) and checks for sufficient funds Triggers are put in place to remind the traveler of certain pre-requisites when traveling for the UN. It is the traveler's responsibility to read, understand and comply with all requirements. The system: prompts for Mandatory justification, on request submitted less than 21 calendar days prior to the trip start date. (This justification will be included for the Certifying Officer to review/approve the request). automatically checks funds availability. If funds are not available, system generates a warning message for Traveler (but this will not stop the process from continuing). triggers medical clearance request for Staff Members only (Official Business Only). The traveller is responsible for obtaining his/her medical clearance triggers a request only in draft status. The traveller is still required to log into TRIP and finalize the submission of the request. will require Traveler to acknowledge his/her financial responsibilities and liabilities by agreeing to a waiver built into the process, if a deviation for personal preference or convenience is requested. 11

12 Travel Management Process Certifying officer approves, rejects or returns the request for revision The Certifying Officer is responsible for reviewing, modifying and certifying the information entered by the traveller. 12

13 Travel Management Process Travel Officer approves, rejects or returns the request for revision The Travel Request is certified and now forwarded to the Travel Officer for approval. The job of the Travel Officer is to review and/or modify and approve the Travel Request 13

14 Travel Management Process Traveller obtains medical and security clearance and travels Traveller, not UMOJA/The Organization ensures that required clearances medical (where applicable) and security are obtained prior to departure. 14

15 Travel Management Process Traveller submits expense report upon return from travel Expense report must be submitted 2 weeks after returning from your trip. Any travel authorization in Umoja must be closed through an expense report. Example: following return from R&R, an expense report must be submitted. Following return from home leave, an expense report must be submitted in place of a PT.165 form. Self certification will be in effect without the need to provide boarding passes. This applies to staff members only. Non-staff will be required to submit scanned copies of their boarding passes. Both staff and non staff must retain the original boarding passes for five years. 15

16 Travel Management Process Expense Report is settled Once an expense report is submitted, the system disburses any outstanding balance to the traveller, or automatically initiates recovery for overpayments. 16

17 Impact of UMOJA Today Umoja Solution Benefit The Traveler is not entering their own travel requests which can cause inaccuracies that create additional delays High percentage of amendments that can create delays and additional efforts No tracking logic in the system to report the number of deviations requested Traveler creates their own travel request via Umoja, which will reduce the associated inaccuracies that cause additional delays Changes that require an amendment today, can be captured in the expense report instead The system provides the ability to track and report the exact number of deviations 17

18 Impact of UMOJA Today Umoja Solution Benefit Mandatory justification for not submitting the request within 16 days is paper based and not linked to the travel system There is no standard means of communicating the obligations of the Traveler Travel within duty stations are done in various stand-alone legacy systems with different procedures at each duty station 21 day Justification logic is built into the system (16+5 processing days) Summary of UN Policy is provided for reference and acknowledgement Standardization of local travel processes 18

19 Impact of UMOJA Today Umoja Solution Benefit Budget approval is manual and paper based, because there is NO system integration between funds availability check and travel request for duty stations not using IMIS Integration of Funds Management with Travel Management : enables an automated funds sufficiency check, when travel requests for appropriate approval are submitted There will be real-time distribution of costs to cost centers/fund centers and the project numbers 19

20 Impact of UMOJA Today Umoja Solution Benefit Requirements for medical and security clearance are not part of the travel systems No Transparency - Traveler does not have access to track the requests status in the system At some duty stations, Travelers may be required to pick up receipt and travel request/authorization from Travel Agent and Travel Office Request of travel is paper based and requires multiple and sometimes duplicate approval steps System automatically triggers a request for medical and security clearance where required Online tracking of travel requests will be possible due to transparency in the process. System displays status and recommended next action for each document Most manual processes have been replaced by an automated workflow Review and Approval process is streamlined through the establishment of a 3 signature rule: the drafter, 1 reviewer and 1 approver 20

21 Impact of UMOJA Today Umoja Solution Benefit There are very limited reporting capabilities by the system, generating a need for manual creation of reports in Excel and other tools Standard reporting functionality, including both standard reports generated automatically, in addition to ad hoc reports, enabling transparency, as well as accurate and timely views of travel information Global reporting allows extraction of reports from a central location eliminating the need to collect information from various duty stations 21

22 Impact of UMOJA Today Umoja Solution Benefit Travel Agencies at most duty stations submit paper invoices Travel Agencies will be able to submit their invoices in electronic format which would allow for faster processing Printing, signing, mailing, photocopying and storing/filing of forms and supporting documentation is necessary for each individual Significant reduction of printing, signing, mailing, photocopying and storing/filing of forms and supporting documentation for individuals with access to Umoja 22

23 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in the Travel Management process: Traveller Travel Administrator_NS Claims Processing Officer Travel Administrator - All Travel Administrator_UP Certifying Officer Travel Office Travel Display Travel and Shipment Reports Travel Administrator_UNV Shipment Processing Officer 23

24 Roles & Responsibilities Traveller Create and submit employee self-service Travel and Shipment requests and Expense Reports Travel Administrator - All Travel Adminstrator_UP Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of all Secretariat staff and non-staff Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of Uniformed Personnel (UP) travelers Travel Administrator_UNV Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of UN Volunteer (UNV) travelers 24

25 Roles & Responsibilities continues Travel Administrator_NS Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of Non-Staff only Certifying Officer Responsible for certifying all travel and shipments from all categories of personnel Travel Office Responsible for approving all travel and shipments from all categories of personnel 25

26 Roles & Responsibilities continues Shipment Processing Officer Receive, review and process shipment requests from all categories of personnel; Reject and return shipment requests, along with the reason (mandatory); Submit shipment requests to the Certifying Officer for creation and approval of Funds Commitment; Forward shipment request to another Shipment Processing Office for reasons of efficiency and effectiveness. Claims Processing Officer Travel Claims Processor will need to be knowledgeable on how to handle nonroutine cases including authorized manual overrides in the system will review and approve Travel Expense Reports flagged for certification will review and correct posting errors during the FI Document Creation Process 26

27 Roles & Responsibilities continues Travel Display View all travel and shipment data of staff and non-staff except the SG, DSG, and PGA Travel Shipment Reports Access to Travel and Shipment reports in Umoja ECC Reports Portal Reports BW/BI Reports 27

28 Challenges of Umoja The challenges of the Official Business Travel process are: Increase in transactions resulting from the need to submit an expense report in Umoja, to record financial obligations following within mission travel A significant shift in responsibility between various user roles will take place An estimated 50% workload increase is gravitating towards the Travel Processing Officer 28

29 Challenges for the Traveler The challenges of the Official Business Travel process are: Traveler needs computer skills to interact with the Umoja project Traveler work effort will increase initially as part of the learning curve associated with the new ESS system for Umoja Traveler is responsible for creating their own travel requests using ESS Traveler is responsible for entering all pertinent information including their itinerary and subsistence using ESS Traveler (Staff Member) should be familiar with the UN Staff rules and regulations and conditions of service, relating to Official Business Travel 29

30 Challenges for the Travel Administrator The challenges of the Official Business Travel process are: Travel Administrator will need to ensure that an HR mini master record for a non-staff exists prior to creating a travel request Travel Administrator will create travel requests in ESS on behalf of the Traveler where he /she does not have access to the system or a computer Travel Administrator will need to support Travelers who cannot navigate the ESS due to language limitations Travel Administrator workload will increase for non-staff if Umoja is used to leverage the standard approval process within mission/duty stations 30

31 Challenges for the Certifying Officer The challenges of the Official Business Travel process are: Certifying Officer must validate that the objective of the trip cannot be achieved through VTC or through other means Certifying Officer will have to better understand the travel policy and rules to ensure the information the Traveler entered is accurately correct Certifying Officer is now required to provide comments if Traveler s request is rejected or returned for revision 31

32 Challenges for the Certifying Officer The challenges of the Official Business Travel process are: Certifying Officer now has to validate the correct cost assignment details entered by the Traveler The workload for Certifying Officers will increase as all travel types, especially where cost will have to be processed in Umoja 32

33 Challenges for the Travel Processing Officer The challenges of the Official Business Travel process are: The Travel Processing Officer will experience an estimated overall 50% increase in work due to additional volume, complexity and financial responsibilities. Travel Processing Officer will adjust estimated cost for transportation to actual ticket cost Travel Processing Officer will enter the authorized class of travel and travel agent transaction fee (if applicable) Travel Processing Officer will record information on the tickets to be refunded (if applicable) 33

34 Challenges for the Travel Processing Officer The challenges of the Official Business Travel process are: Travel Processing Officer will manually enter ticket information provided by the Travel Agent that is not in the predetermined electronic format Travel Processing Officer will now be responsible for some functions and additional transactions currently processed in the Accounts Division 34

35 Challenges for the Travel Processing Officer The challenges of the Official Business Travel process are: Travel Processing Officer s workload will increase as he/she will be the ONLY party with the authority to edit approved travel authorizations Travel Processing Officer will need to be knowledgeable in running standard reports for Management 35

36 Challenges for the Travel Agents The challenges of the Official Business Travel process are: Travel Agent will be required to provide information on tickets in an electronic predetermined format which will be uploaded into Umoja The Vendor will be required to provide invoices in electronic format 36

37 Module 1 Summary The key points covered in this module are listed below: Explain Travel Management process Describe the impact of Umoja in Travel Management process List the roles and responsibilities in Travel Management Identify key benefits and changes 37

38 Learning Checkpoint 1 Which course(s) are pre-requisite course(s) necessary to participate in this course? Select all that apply. 1. NA101 - Umoja Overview 2. NA001 - Umoja Overview 3. MD102 - Umoja Master Data & Coding Block Overview 4. MD201 - Umoja Master Data & Coding Block Overview 5. TV155 - Umoja Travel 38

39 Learning Checkpoint 1 Which course(s) are pre-requisite course(s) necessary to participate in this course? Select all that apply. A. NA101 - Umoja Overview B. NA001 - Umoja Overview C. MD102 - Umoja Master Data & Coding Block Overview D. MD201 - Umoja Master Data & Coding Block Overview E. TV155 - Umoja Travel Option A & C 39

40 Learning Checkpoint 2 The following roles have the authority to approve, reject or return a travel request for revision. Select the all that apply. A. Travel Administrator B. Travel Officers C. Processor D. Certifying Officer 40

41 Learning Checkpoint 2 The following roles have the authority to approve, reject or return a travel request for revision. Select all that apply. A. Travel Administrator B. Travel Officers C. Processor D. Certifying Officer Option B & D 41

42 Learning Checkpoint 3 The is financially responsible for any travel deviations made to a travel request. Fill in the blank. A. Certifying Officer B. Traveler C. Travel Agent D. Travel Processing Officer 42

43 Learning Checkpoint 3 The is financially responsible for any travel deviations made to a travel request. Fill in the blank. A. Certifying Officer B. Traveler C. Travel Agent D. Travel Processing Officer Option B 43

44 Learning Checkpoint 4 is responsible for ensuring that all medical and security clearances are obtained before travel departure. Fill in the blank. A. The Umoja System B. The Travel Officer C. The Traveler D. The Organization 44

45 Learning Checkpoint 4 is responsible for ensuring that all medical and security clearances are obtained before travel departure. Fill in the blank. a. The Umoja System b. The Travel Officer c. The Traveler d. The Organization Option C 45

46 Learning Checkpoint 5 The Official Business Travel process will offer the following challenges. Select all that apply. A. Increase in transactions resulting from the need to submit an expense report in Umoja, to record financial obligations following within mission travel B. A significant shift in responsibility between various user roles will take place C. An estimated 50% workload increase is gravitating towards the Travel Processing Officer D. Authorizes the Travel Processing Officers as the only role with the ability to edit an approved travel request E. All of the Above 46

47 Learning Checkpoint 5 The Official Business Travel process will offer the following challenges. Select all that apply. A. Increase in transactions resulting from the need to submit an expense report in Umoja, to record financial obligations following within mission travel B. A significant shift in responsibility between various user roles will take place C. An estimated 50% workload increase is gravitating towards the Travel Processing Officer D. Authorizes the Travel Processing Officers as the only role with the ability to edit an approved travel request E. All of the Above Options E 47

48 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment 48

49 Module 2 Objectives After completing this module, you will be able to: Discuss the different type of travel request Describe how to request travel 49

50 Types of Travel The following are the 4 types of travel associated with the Travel process: Official Business Entitlement HR Group - Uniform Personnel and Meeting Participant Travel 50

51 Type of Travel - Official Business Official Business Performed by a Staff Member or an affiliate of the UN Official United Nations duties in a different location Types of travel/trip Activities Within Mission Travel Official Business Training Medical evacuation Security Evacuation/Relocation Sabbatical Temporary Duty Escort Medical No Cost Travel Escort Human Remains 51

52 Official Business Travel Global Standard Process 52

53 Official Business Travel Global Standard Process 1. Traveller must read and acknowledge the summary of travel entitlements and the Traveller responsibilities. 2. Traveler creates Travel Request with personal information, general trip and cost center, subsistence allowance, terminal expenses and estimated ticket cost. 3. Traveler submits Travel Request for certification. 4. System prompts for mandatory justification if request is submitted less than 21 calendar days prior to the trip start date. 5. If a deviation for personal preference or convenience is requested, system requires Traveler to acknowledge his/her financial responsibilities and liabilities by agreeing to a waiver built into the process. 6. Traveler/Travel Office creates flight booking through a Travel Agent (offline) or online booking tool where available 7. System automatically checks funds availability. 53

54 Official Business Travel Global Standard Process 8. System triggers medical clearance request to EarthMed for Staff Members only 9. System triggers a request for security clearance 10. Traveler accesses TRIP to finalize submission of security clearance request, and contacts Medical Service to undertake medical clearance procedures (trip.dss.un.org). 11. Certifying Officer reviews and certifies travel request associated to his/her cost center/fund center. 12. Travel Processing Officer establishes authorized entitlement for the official itinerary, obligates actual cost for transportation-related expense types. 13. At duty stations with multiple vendors, Travel Processing Officer can request quotations via standardized template. 14. Travel Processing Officer approves the travel request. 54

55 Official Business Travel Global Standard Process 15. System performs final funds availability check and records a commitment in the book of accounts. 16. Travel Processing Officer orders air/rail ticket from vendor. 17. System disburses travel advance, if applicable. 18. Travel Agent issues air/rail ticket. 19. System imports the ticketed itinerary for reporting purposes only. 20. Traveler (not Umoja) ensures that required clearances (medical and security) are obtained prior to departure. 55

56 Type of Travel - HR HR Travel related to HR Benefits or Actions Types of travel/trip Activities Appointment Temporary Assignment Loan Interview Transportation of Remains Transfer/Reassignment Upon Separation/Repatriation Secondment Competitive Exam 56

57 Type of Travel - Entitlements Entitlements Benefits travel for an employee and his/her dependents Types of travel/trip Activities Home Leave Reverse Family Visit Reverse Education Grant Family Visit Education Grant Rest and Recuperation 57

58 HR & Entitlement Travel Global Standard Process 58

59 HR Travel Global Standard Process 1. Traveler must read and acknowledge the summary of travel entitlements and the Traveler responsibilities. 2. Traveler creates Travel Request with personal information, general trip data and cost center 3. System prompts for mandatory justification if request is submitted or expected travel is not to be ticketed within less than 21 calendar days prior to the trip start date. 4. System automatically checks funds availability. 5. System triggers a request for security clearance 6. HR Partner reviews the Staff Member s HR record and approves / not approve the request in the Travel Module. 59

60 HR Travel Global Standard Process 7. If a deviation for personal preference or convenience is requested, system requires Traveler to acknowledge his/her financial responsibilities and liabilities by agreeing to a waiver built into the process. 8. Traveler/Travel Office creates flight booking through a Travel Agent (offline) or online booking tool where available 9. Traveler accesses TRIP to finalize submission of security clearance request. 60

61 Entitlement Travel Global Standard Process 1. Traveler can opt for a Lump-sum payment, or to obtain a ticket provided by the Organization 2. If Traveler indicates that he/she would like to consider a Lump-sum option, the system routes the request to the Travel Unit to calculate Lump-sum amount after certification of entitlement by HR partner. 3. System sends notification to Traveler when Lump-sum has been calculated. 4. Traveler then selects either the Lump-sum option or Ticket option. 5. If Lump-sum option selected: System routes request to Certifying Officer to certify the request Upon certification, system then routes request to Travel Unit to approve the request Following approval, system disburses the Lump-sum amount as an advance. 61

62 HR & Entitlement Travel Global Standard Process 14. If Ticket option selected: System prompts Traveler to update estimated cost, as well as, the choice regarding unaccompanied shipment entitlement, as applicable System routes request to the Certifying Officer and the Travel Office Travel Agent issues ticket Vendor s ticket to the address provided 15. Traveler accesses TRIP to finalize submission of security clearance request. For HR travel, travelers can also indicate a choice between relocation grant and shipment 62

63 Type of Travel Group Travel Group Travel performed by Uniformed Personnel, and meeting participants Applies on deployment and repatriation traveling as Individual or in a group sharing the same itinerary Types of travel/trip Activities UN Military Experts on Mission (UNMEM) - Military Observers, Military Advisors and Military Liaison Officers Military Contingent Member/Military Staff Officer Government Provided Personnel (Correction Officers and Justice Personnel) UN Police Formed Police Unit Meeting/Conference Participants 63

64 Group Travel Global Standard Process 64

65 Group Travel Global Standard Process 1. Travel Administrator ensures that each Traveler has a HR mini-master record; 2. If HR mini-master does not exist, Travel Administrator requests its creation from the HR Partner 3. Travel Administrator ensures Travelers have read and acknowledged the summary of travel entitlements and the Traveler responsibilities. 4. Travel Administrator creates travel request by creating a generic travel request and a list of Travelers with their relevant personal information automatically populated from the HR mini-master data. 5. Travel Administrator indicates the purpose of travel and a detailed itinerary. All members of the group must have identical itineraries. 6. A travel request is created with personal information, general trip data, cost center, subsistence allowance, terminal expenses and estimated ticket cost. 65

66 Group Travel Global Standard Process 7. System automatically checks funds availability. 8. System triggers a request for security clearance. 9. System prompts for mandatory justification if request is submitted less than 21 calendar days prior to the trip start date. 10. If a deviation for personal preference or convenience is requested, system will require Traveler to acknowledge his/her financial responsibilities and liabilities by agreeing to a waiver built into the process. The deviation however needs to apply to all members in the case of Group Travel. 11. Certifying Officer reviews and certifies travel requests associated to his/her cost center/fund center Upon certification, Travel Processing Officer establishes authorized entitlement for the official itinerary, obligates actual cost for transportation-related expense types and enters Travel Agent transaction fee, if applicable. 13. At duty stations with multiple vendors, Travel Processing Officer can request quotations via standardized template. 66

67 Group Travel Global Standard Process 14. Travel Processing Officer approves the travel request. 15. System generates individual travel requests, and automatically triggers a notification to the Shipping Unit, if shipment is applicable. 16. System performs final funds availability check and records a commitment in the book of accounts. 17. Travel Processing Officer orders air/rail ticket from vendor. 18. Travel Agent issues air/rail ticket. 19. System triggers the creation of a financial authorization, where applicable (i.e., when UNDP offices and/or Member States are requested to arrange tickets). 20. Traveler (not Umoja) ensures that required security clearance is obtained prior to departure. 21. Upon completion of travel, Travel Administrator submits individual Expense Reports for each traveler. 67

68 Module 2 Summary The key points covered in this module are listed below: Discuss the different type of travel request Describe how to request travel 68

69 Learning Checkpoint 1 Official Business Travel is considered to be which of the following? Select the correct option. A. Travel performed by a staff to carry out official functions or activities for or on behalf of the United Nations B. Travel performed by a non-staff to carry out official functions or activities for or on behalf of the United Nations C. Travel performed by a staff/non-staff to carry out official functions or activities for or on behalf of the United Nations D. Travel performed by a staff/non-staff to carry out official functions with the United Nations a. None of the Above 69

70 Learning Checkpoint 1 Official Business Travel is considered to be which of the following? Select the correct option. A. Travel performed by a staff to carry out official functions or activities for or on behalf of the United Nations B. Travel performed by a non-staff to carry out official functions or activities for or on behalf of the United Nations C. Travel performed by a staff/non-staff to carry out official functions or activities for or on behalf of the United Nations D. Travel performed by a staff/non-staff to carry out official functions with the United Nations a. None of the Above Option C 70

71 Learning Checkpoint 2 Which of the following are considered to be travel subtypes related to the HR Travel? Select all that apply. A. Escort Medical B. Medical and security evacuation C. Transfer/ Reassignment D. Appointment E. Family Visit 71

72 Learning Checkpoint 2 Which of the following are considered to be travel subtypes related to the HR Travel? Select all that apply. A. Escort Medical B. Medical and security evacuation C. Transfer/ Reassignment D. Appointment E. Family Visit Options C & D 72

73 Learning Checkpoint 3 If the traveler selects a lump sum option for Entitlement travel, which of the following will occur? Select all that apply. A. System sends notification to Traveler when Lump-sum has been calculated B. The system disburses the Lump-sum amount as an advance to the Traveler C. System routes request to Certifying Officer to certify the request D. Once the Lump-sum request has been certified, the system routes request to Travel Unit to approve the request E. All of the Above 73

74 Learning Checkpoint 3 If the traveler selects a lump sum option for Entitlement travel, which of the following will occur? Select all that apply. A. System sends notification to Traveler when Lump-sum has been calculated B. The system disburses the Lump-sum amount as an advance to the Traveler C. System routes request to Certifying Officer to certify the request D. Once the Lump-sum request has been certified, the system routes request to Travel Unit to approve the request E. All of the Above Option E 74

75 Learning Checkpoint 4 Which of the following are relevant challenges related to the Umoja Implementation? Select all that apply. A. Increase in transactions resulting from the need to submit an expense report in Umoja, to record financial obligations following within mission travel B. A significant shift in responsibility between various user roles will take place C. An estimated 50% workload increase is gravitating towards the Travel Processing Officer D. Authorizes the Travel Processing Officers as the only role with the ability to edit an approved travel request E. All of the Above 75

76 Learning Checkpoint 4 Which of the following are relevant challenges related to the Umoja Implementation? Select all that apply. A. Increase in transactions resulting from the need to submit an expense report in Umoja, to record financial obligations following within mission travel B. A significant shift in responsibility between various user roles will take place C. An estimated 50% workload increase is gravitating towards the Travel Processing Officer D. Authorizes the Travel Processing Officers as the only role with the ability to edit an approved travel request E. All of the Above Option E 76

77 Learning Checkpoint 5 In the Umoja Employee Self Service portal, the link used to Create Official Travel is located under which section? Select the correct option. A. Entitlements B. Benefits and Travel C. Travel, Shipments and Expenses D. All of the Above E. None of the Above Option C 77

78 Learning Checkpoint 5 In the Umoja Employee Self Service portal, the link used to Create Official Travel is located under which section? Select the correct option. A. Entitlements B. Benefits and Travel C. Travel, Shipments and Expenses D. All of the Above E. None of the Above Option C 78

79 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment 79

80 Module 3 Objectives After completing this module, you will be able to: Explain the travel approval process Certifying Officer Travel Approver 80

81 Travel Approval Process Certifying Officer Once a Traveller submits a Travel Request, the system routes it to a Certifying Officer (with the exception of HR and Entitlement Travel where previous approval of an HR Partner is required). The Certifying Officer s responsibilities: review and certify the travel requests associated with an employee s cost center/fund center. is the only role who can adjust the travel advance. If the travel request is found to be correct, the Certifying Officer approves and the system forwards it to the Travel Approver. If the travel request is found to be incorrect, therefore in need of corrections, the Certifying Officer Returns the Request for Revision to the Traveller. The Certifying Officer can also reject the Travel Request, which terminates the request completely. 81

82 Travel Approval Process Certifying Officer The Certifying Officer reviews the information entered by the traveller to ensure it is in line with current policies, and that the trip is in line with the mandates of the Office/Mission. The certifying officer must review and approve all request for changes to an approved travel authorization. Travel Officer will in turn perform all necessary changes in the system 82

83 Travel Approval Process Travel Approver Once a travel request is certified by a Certifying Officer, the system routes it to a Travel Officer The Travel Officer is responsible for: making sure that the ticket issued is in line with policies requesting quotations where applicable and formally requesting the issuance of tickets establishing the maximum financial liability with respect to ticket cost making changes to an approved travel request Travel Officer is the only one who can make changes to an approved travel request Personal deviations are not part of the Travel Approver s responsibility. Arrangements for personal deviations, including payments for same, must be made between the traveller and the vendor directly. 83

84 Module 3 Summary The key points covered in this module are listed below: Explain the travel approval process Certifying Officer Travel Approver 84

85 Learning Checkpoint 1 If a change is necessary for a travel request, the Certifying Officer can the travel request. Fill in the blank. A. Return the request to the Traveler B. Wait for the Traveler to inquire C. Approve the travel request D. Recreate the travel request 85

86 Learning Checkpoint 1 If a change is necessary for a travel request, the Certifying Officer can the travel request. Fill in the blank. A. Return the request to the Traveler B. Wait for the Traveler to inquire C. Approve the travel request D. Recreate the travel request Option A 86

87 Learning Checkpoint 2 The responsibility of the Certifying Officer does not include the following: Select all that apply. A. Processing deviation request on behalf of the traveller B. Creating a travel request on behalf of the traveller C. Computing the Lump-sum calculation D. Verifying the available funds for a specified cost center E. Setting off the notification in the system for the Travel Processing Officer for a certified travel request 87

88 Learning Checkpoint 2 The responsibility of the Certifying Officer does not include the following: Select all that apply. A. Processing deviation request on behalf of the traveller B. Creating a travel request on behalf of the traveller C. Computing the Lump-sum calculation D. Verifying the available funds for a specified cost center E. Setting off the notification in the system for the Travel Processing Officer for a certified travel request Options: A, B,& C 88

89 Learning Checkpoint 3 The Certifying Officer has the authority and responsibility to do which of the following Select all that apply. A. Review and certify the travel requests associated with an employee s cost center/fund center B. Approve and correct the travel request C. Reject the travel request D. Adjust the travel advance E. All the above 89

90 Learning Checkpoint 3 The Certifying Officer has the authority and responsibility to do which of the following Select all that apply. A. Review and certify the travel requests associated with an employee s cost center/fund center B. Approve and correct the travel request C. Reject the travel request D. Adjust the travel advance E. All the above Options: E 90

91 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment 91

92 Course Summary The key points covered in this course are listed below: Explain organizational impacts of Umoja in Travel Management Describe the high level end-to-end Travel Management process 92

93 Available Support Contact local IT helpdesk through INEED or offline 93

94 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment 94

95 Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 95

96 Congratulations! You have successfully completed the TV155 Umoja Travel Overview course. 96