Job Aid. ESS - Create HR Travel Request

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1 ESS - Create HR Travel Request

2 Table of Contents Overview... 3 Objectives... 3 Create HR Travel Request... 4 Fill in the Start Form Page... 6 Fill in the General Data Page... 7 Fill in the Additional Data Page Personal Deviation Page Review and Send Page General Overview on the Subsequent Approval Process Umoja Training 2/19

3 Overview The following document describes how to raise an HR Travel Request in the ESS Portal. Objectives This Job will walk the staff member or Travel Administrator through the process of raising an HR Travel. Please note that this Job is a condensed version of the steps needed to perform this function. A more detailed version with steps simulation can be located here: To Create an HR Travel Request (Separation/Repatriation) 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 Umoja Training 3/19

The Staff Member must also obtain approval from his/her supervisor to undertake the trip prior to raising a Travel Request in Umoja.

4 Create HR Travel Request 1. Log into Emplyee Self Service Portal. NOTES: Each staff member is responsible for requesting the appropriate absence type through the HR Portal in Umoja, where applicable. The Staff Member must also obtain approval from his/her supervisor to undertake the trip prior to raising a Travel Request in Umoja. Security Clearance must be obtained through TRIP ( prior to departure. Furthermore, travelers are advised to check with the nearest UN Medical Office whether medical clearance is required for the destination. 2. Click the Employee Self-Service SM tab at the top of the screen. 3. Click Create HR Travel to begin the process of entering data for the HR Travel Request. Umoja Training 4/19

understanding of the "Travel Initiation Pre-requisites and

5 4. Once you enter the Create Travel Request page, you must click the checkbox that acknowledges reading and understanding of the "Travel Initiation Pre-requisites and click on Start Form to proceed to the next page. Umoja Training 5/19

different types of HR Travel. 6. Click on Overview to go to the next page. 7.

6 Fill in the Start Form Page 5. Select Travel Type. Please refer to the Job entitled Different Types of Travel available on iseek for further details about the different types of HR Travel. 6. Click on Overview to go to the next page. 7. Please read the details on this next page to familiarize yourself with travel policies. Acknowledge that you have understood the travel policies and click on General Data to go to the next page. Umoja Training 6/19

Fill in the General Data Page 8. Click the Traveler Type drop-down menu and select the appriate field in this example Staff and Family was selected. 9.

Select the Journey Type from the drop-down menu. 11. Enter Travel Purpose Mandatory field.

7 Fill in the General Data Page 8. Click the Traveler Type drop-down menu and select the appriate field in this example Staff and Family was selected. 9. As required, complete the Number of Travellers field. This refers to the total number of travellers e.g. staff alone would be 1 and staff member travelling with one child would be Select the Journey Type from the drop-down menu. 11. 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. 12. 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 staff member 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 staff member s request. Umoja Training 7/19

13. 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.

In the event that the location you are travelling to/from is not available, please refer to the separate Job entitled Add a City.

8 13. 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. 14. 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. 15. Click Mode of Travel drop-down menu and select the appropriate mode. In this example 01 Commercial Aircraft was selected. 16. 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. 17. Enter Arrival City/Country 18. Select the Applicable Subsistence from the drop-down menu. NOTE: In this case select option 2 DSA/MSA Not Payable since DSA is not applicable to this type of HR Travel (Separation/Repatriation). After selecting 2 DSA/MSA Not Payable, the system will automatically populate the Subsistence Country and Subsistence Region fields. In case DSA is applicable, please select the Subsistence Country and Subsistence Region. Umoja Training 8/19

9 NOTE: If additional lines of itinerary need to be inserted, you can click the new line or the icon to copy a line directly below. icon to create a 19. Click on Add Travelers tab to add a family member from the drop-down menu as shown below. 20. Click on Copy above Itinerary tab the itinerary of an existing traveler. Note: You can click on Add Travelers tab to add all the family members. If the family member who you want to add is not listed in the drop-down list, please contact your HR Partner. 21. After adding all the family members and copying the itinerary, you screen should look similar to this: 22. Click on Save Draft and go to Additional Data Note: You may also delete entered travelers by clicking Delete Travelers tab and choosing the family member. 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. Umoja Training 9/19

Fill in the Additional Data Page 23. If applicable, check the box that reads Allow the system to calculate the Subsistence Allowance. 24. If applicable, Enter Deductions to the DSA. 25.

NOTE: Please refer to the separate Job ESS Create Official Travel Request for further details about Deductions and Travel Advance. 26.

10 Fill in the Additional Data Page 23. If applicable, check the box that reads Allow the system to calculate the Subsistence Allowance. 24. If applicable, Enter Deductions to the DSA. 25. If applicable, choose Travel Advance Yes and select the Travel Advance Method. NOTE: Please refer to the separate Job ESS Create Official Travel Request for further details about Deductions and Travel Advance. 26. The Travel Processing Office is selected by default based on the traveler s duty station. 27. The Tickets to be issued through field will be defaulted by the system to Commercial Travel Provider. However, it can be changed by selecting one of the options from the right, as shown below. If no ticket is required, e.g. travel is by UN vehicle or UN aircraft please select the option to the far right No ticket provided by the Organization 28. 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. Umoja Training 10/19

A sound estimate suffices as it serves primarily the automated budget availability check.

11 29. Click on Enter Estimated Costs. A new screen will appear. 30. 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 Also, select the traveler personnel number from the Personnel # of the traveler drop-down. 31. Note that the ticket entered above only applies to the staff member. Click on Add New tab and select the expense type Airfare Ticket Cost Fam Member to add the tickets cost for the family members. 32. Enter the estimated ticket cost in the Estimated Costs field for each family member. 33. Select the traveler personnel number from the Personnel # of the traveler drop-down for each family member. Note: Perform the above steps for each of the family members traveling with you. 34. Click on the Calculate tab next to Terminal Expenses. This will open a pop-up window where you can enter if the transportation is provided in New York or your duty station, to/from the airport, enter the number of trips, etc.. Umoja Training 11/19

the number of trips, etc. You can also enter the number of family members for whom the calculation is appplicable. 37.

12 35. Click on Accept, to return to the Enter Estimated Costs page. 36. Click on the Calculate tab button next to Terminal Expenses-FMbr. This will open a pop-up window where you can enter if the transportation be provided in other locations or your duty station, to/from the airport, enter the number of trips, etc. You can also enter the number of family members for whom the calculation is appplicable. 37. Click on Accept, to return to the Enter Estimated Costs page. Note: The fields such as Services Provider and others are optional and will be finalized by the Travel Processing Officer. Umoja Training 12/19

38. Click on Save Draft, then Accept (the screen should be similar to the screenshot below) 39. You will return to the Additional Data screen. There, answer the questions as applicable. 40.

13 38. Click on Save Draft, then Accept (the screen should be similar to the screenshot below) 39. You will return to the Additional Data screen. There, answer the questions as applicable. 40. Click Yes or No for voluntary downgrade, as applicable. 41. 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. Umoja Training 13/19

42. Select No, if no other trips paid by the UN were undertaken in conjunction with this travel.

requests must be raised and read in conjuction. In that case, select Yes and provide details.

Select No if no additional leave was taken in conjunction with this travel If Yes, then specify details in the box that will appear.

14 42. Select No, if no other trips paid by the UN were undertaken in conjunction with this travel. If travel from two different categories, such as Official Business Travel and Home Leave are combined in one trip, separate travel requests must be raised and read in conjuction. In that case, select Yes and provide details. Please refer to the specific Job on this topic ESS Create Travel Combining Two Different Travel Categories. 43. Select No if no additional leave was taken in conjunction with this travel If Yes, then specify details in the box that will appear. NOTE: Please refer to the Job ESS Create Official Travel Request to see further details on how to enter leave in conjunction with this travel. 44. Answer Yes or No, as applicable, for the remaining questions Umoja Training 14/19

15 45. Select the appropriate option for the Shipment. For this example, select Opted for Shipment and select Request UN to arrange shipment. NOTE: Please note that the payment of Relocation Grant will be arranged by your HR Partner no funds need to be obligated for this payment in the travel request. 46. Choose between Non-Removal and Full Removal. For this example, select Full Removal. 47. You need to enter 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). 48. Click on Save Draft and then Personal Deviation to proceed to the next page. Umoja Training 15/19

16 Personal Deviation Page 49. On Personal Deviation page, click Yes if, for example, there is any deviation from the itinerary. You need to mention the deviation in the REQUESTED ITINERARY field. 50. On the same page, acknowledge that you have read the terms and conditions for Deviation waiver and click on Review and Send. Umoja Training 16/19

17 Review and Send Page 51. 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. 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. NOTE: It is the traveller'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 disbursed travel advance. In additon, traveller will not be able to submit additional expense reports until the prior expense report is submitted. Umoja Training 17/19

18 52. 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: 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. 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. TIP: It is recommended that upon submission of the Travel Request the traveller checks the status if the document in the traveller work center at regular intervals e.g. daily. Umoja Training 18/19

19 General Overview on the Subsequent Approval Process Once submitted, the HR Travel Request is routed to the HR Partner, who reviews and approves staff member s eligibility, followed by 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. Umoja Training 19/19

Job Aid. ESS - Create Entitlement Travel (UN Paid ticket)

Job Aid. ESS - Create Entitlement Travel (UN Paid ticket) ESS - Create Entitlement Travel (UN Paid ticket) Table of Contents Overview... 3 Objectives... 3 Enterprise Roles... 3 Create an Entitlement Travel (UN Paid ticket)... 4 Important Information Page... 5