Job Aid. ESS - Create Travel Combining Two Different Travel Categories

Transcription

1 ESS - Create Travel Combining Two Different Travel Categories

2 Table of Contents Overview... 3 Objectives... 3 Enterprise Roles... 3 Create an Official Travel Request... 4 Create an Entitlement Travel Request (Home Leave)... 7 General Overview on the Subsequent Approval Process Umoja Training 2/10

3 Overview This Job documents Employee s Self-Service creation of a request for two different Types of Travel (for example Official Travel combined with Entitlement Travel). This also applies to Travel Administrator s creation of Travel Request on behalf of travelers who do not have access to Umoja. NOTE: Some screens may have been modified in production and may therefore differ slightly from the ones displayed in this job aid. Objectives This Job will walk the travelers through the process of creating two different Travel Requests, one for Official Travel and another one for Entitlement Travel (Home Leave). The Job will also show how to complete both requests and relate one with each other. Further information about both processes is included in the specific Job s and Simulations for Official Travel and Entitlement Travel. Enterprise Roles Employee Self-Service (available to those staff members with an access to Umoja, otherwise a Travel Administrator has the rights to create the Expense Report. Umoja Training 3/10

4 Create an Official Travel Request 1. Log into Employee Self-Service Portal 2. Click the Employee Self-Service SM tab at the top of the screen 3. Click Create Official Travel to create the first Travel Request Umoja Training 4/10

5 4. Complete the first three pages of the Official Travel Request (Important Information, Start Form and Overview) 5. On the General Data page, the traveller must indicate in the Travel Purpose and in Comments/Special Instructions fields that there is another travel in conjuction with the Official Travel 6. Type Official Travel in conjunction with Home Leave in the Travel Purpose field 7. Enter pertinent information in the Comments/Special Instructions such as Official Business Travel Dates and Home Leave Travel Dates 8. Enter the complete itinerary (Official Travel and Home Leave Travel) in the Itinerary Details selecting DSA only for Official Duty Travel segments 9. On the Additional Data page, click on Enter Estimated Costs Umoja Training 5/10

6 10. Enter the Ticket portion of the Itinerary and Terminal Expenses to be charged to the Official Travel Request in the Estimated Costs grid. 11. Click Yes in the question Is there any travel type paid by UN undertaken in conjunction with this travel? and type the appropriate explanation in the box. In this case, type Official Business combined with Home Leave (Budapest May). To be read in conjunction with separate Travel Request for Entitlement Travel Umoja Training 6/10

7 Create an Entitlement Travel Request (Home Leave) 1. Log into Employee Self-Service Portal 2. Click the Employee Self-Service SM tab at the top of the screen 3. Click Create Entitlement Travel to create the second Travel Request Umoja Training 7/10

8 4. Complete the first three pages of the Official Travel Request (Important Information, Start Form and Overview) 5. On the General Data page, the traveller must indicate in the Travel Purpose and in Comments/Special Instructions fields that there is another travel in conjuction with the Entitlement Travel 6. Type Home Leave Travel in conjunction with Official Business in the Travel Purpose field 7. Enter pertinent information in the Comments/Special Instructions such as Official Business Travel Dates and Home Leave Travel Dates. 8. Enter the complete itinerary (Official Travel and Home Leave Travel) in the Itinerary Details selecting NO DSA for all the segments, since it is an Entitlement Travel 9. On the Additional Data page, click on Enter Estimated Costs Umoja Training 8/10

9 10. Enter the Ticket portion of the itinerary and Terminal Expenses to be charged to the Home Leave Request in the Estimated Costs grid 11. Click Yes in the question Is there any travel type paid by UN undertaken in conjunction with this travel? and type the appropriate explanation in the box. In this case, type Home Leave Travel combined with Official Travel (Bangkok May). To be read in conjunction with separate Travel Request for Official Travel Umoja Training 9/10

10 General Overview on the Subsequent Approval Process Once submitted, both travel requests will be sent to the next level of approvers (Official Travel to TSA, Home Leave Travel to HR Partner). Upon approvals by TSA and HR Partner, TPO will adjust the Estimated Costs grid accordingly and approve it. Umoja Training 10/10