3142 Umoja Create Official Travel Request. Umoja Create Official Travel Request Version 4 Last Modified: 15-May-15 1

Transcription

1 3142 Umoja Create Official Travel Request Umoja Create Official Travel Request Version 4 Last Modified: 15-May-15 1

2 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 2

3 Course Objectives After completing this course, you will be able to: Describe the Official Business Travel Request Process Submit an Official Business Travel Request for approval Manage submitted Travel Requests 3

4 Course Overview The purpose of the Create Travel Request Official Travel course is to guide the end user through the process of creating a Travel Request for Official Business Travel. Prerequisite Review You should have completed the following prerequisite courses: 101 Umoja Overview 102 Umoja Master Data & Coding Block Overview 211 Umoja ESS Navigation 155 Umoja Travel Overview Course Duration: 1.5 hours 4

5 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 5

6 Module 1 Objectives After completing this module, you will be able to: Understand the Travel Process Comprehend the Official Travel Process Identify the different Travel Roles and the responsibilities of each Identify the former challenges of the Official Travel Request process and explain the solutions and benefits provided by Umoja 6

7 Official Travel Request Process Overview Traveller Travel Administrator HR Partner, Travel and Shipment Approver, Travel Processing Officer System Automated Complete Travel Request Form in Portal Certification and Approval of Travel Request in Portal Payment of Travel Advance 7

8 Key Terminology Key Term Travel Request Official Business Travel Description A travel request is an information entity that contains all the data that a Traveller wants to forward for approval/advance payment/booking, or that a manager needs to know before approving a trip. Travel performed by a Staff Member or an affiliate of the UN to perform official United Nations duties in a different location. 8

9 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in the Travel Management process: Traveller Travel Administrator HR Partner Travel and Shipment Approver Travel Processing Officer Shipment Processing Officer Travel Claims Processor Travel Display Ticket Billing Processor 9

10 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in the Travel Management process: Traveller Create and submit employee Self-Service (ESS) Travel and Shipment requests and Expense Reports Travel Administrator All, UP, UNV, Non-Staff Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of either All, UP, UNV, Non-Staff HR Partner HR Partner is responsible for approving staff movements and Entitlement Travel, as well as Shipment Requests Travel and Shipment Approver Responsible for approving all travel and shipment requests as well as expense reports from all categories of personnel 10

11 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in the Travel Management process: Travel Processing Officer Shipment Processing Officer Travel Claims Processor Receive, review and process travel requests from all categories of personnel; Reject and return travel requests, along with the reason (mandatory); Forward travel request to another Travel Processing Office for reasons of efficiency and effectiveness. 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 Travel and Shipment Approver for creation and approval of Funds Commitment; Forward shipment request to another Shipment Processing Office for reasons of efficiency and effectiveness. Reviews and approves Travel Expense Reports. Also reviews and corrects posting errors during the FI Document Creation Process. 11

12 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in the Travel Management process: Ticket Billing Processor Responsible for processing and approving electronic invoices received from the Travel Payment Service Contractor. 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 12

13 Former Challenges & Benefits of Umoja Former Challenges The Traveller is not entering their own travel requests which can cause inaccuracies that create additional delays Benefits of Umoja Traveller creates their own travel request via Umoja, which will reduce the associated inaccuracies that cause additional delays High percentage of amendments that can create delays and additional efforts Changes that require an amendment can be captured in the expense report instead Processes can require up to 12 signatures for final approval Streamlined approval process requires a maximum of two to three approvals, all in the system Current status of requests is not available to Travellers More visibility for Travellers to view where their requests are in the approval process 13

14 Important Changes for the Traveller Travellers should be aware of several general changes to the process for creating Official Travel Requests: Traveller is responsible for creating their own travel request using ESS Traveller is responsible for entering all pertinent information including their itinerary and subsistence using ESS Traveller (Staff Member) should be familiar with the UN Staff rules and regulations and conditions of service, relating to Official Business Travel Traveller is required to obtain clearance from Supervisor and updated leave in time and attendance prior to departure Traveller is required to obtain medical and security clearance prior to departure when applicable 14

15 Module Summary The key points covered in this module are listed below: Understand the Travel Process Comprehend the Official Travel Process Identify the different Travel Roles and the responsibilities of each Understand the challenges and benefits of Umoja Identify change to the Official Travel Process for Travellers 15

16 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 16

17 Module 2 Objectives After completing this module, you will be able to: Create an Official Travel Request Review and Submit a Travel Request Explain travel related notifications Review Traveller s Workcenter 17

18 Official Business Travel As part of the Travel Request process, the Traveller must input information into several screens in the Umoja ESS Portal. These are listed below: Traveller Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send 18

19 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send In the first step, the Traveller must read the Travel Initiation Pre-requisites and acknowledge understanding the responsibilities regarding travel. Various documentation is provided in the right side of the portal to help the Traveller in his/her request. Finally, before beginning the process, make sure to get prior approval from your supervisor and to update time and attendance in advance. 19

20 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send Once the Important Information has been read and acknowledged, the Traveller has to select the Travel Type. The selected Travel Type impacts associated financial postings for the request. 20

21 Official Business Travel Types of Official Travel: Within Mission Travel Official Business Training Temporary Duty (TDY) Sabbatical Escort - Medical Medical Evacuation Security Evacuation Med/Sec Evacuation - Formed Police Unit (FPU) Med/Sec Evacuation - UN Military Experts on Mission (UNMEM) Med/Sec Evacuation - Military Staff Officers/Contingent Member Troops Med/Sec Evacuation - UN Police (UNPOL) Note: Travel Category Official Travel has several Travel Types. Official Business is selected when a Traveller is traveling on UN business. 21

22 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send The third step is an Overview page, where the Traveller must read and acknowledge the summary of responsibilities regarding the type of travel that was selected. 22

23 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send In the fourth step General Data, the Traveller is requested to indicate the following basic details: Traveller Type: If the Traveller is a non-staff or staff member and if so, if he/she is travelling with family Number of Travellers: Enter the number of Travellers that will be travelling Journey Type: One-way or Roundtrip, is also required Travel Start and End Date/Time: The system will auto-populate this information Work Start and End Date/Time: These are mandatory fields for Official Travel Requests. Dates entered should be based on programmatic needs. These values will be used to determine the correct itinerary for the trip Travel Purpose: The Traveller should enter the reason for the trip Trip related to event and Comments: None are mandatory but the Traveller can enter details if necessary 23

24 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send In the same step at the bottom of the screen, there are several more fields regarding Itinerary Details: Main destination of trip: Not applicable for Official Business Travel Departure and Arrival details: Such as date, city, country and mode of Travel. The system will automatically populate options for these fields. Time should only be entered if a Traveller can depart only at a specific time. Justification must be provided in the comments box above. Applicable Subsistence: If the Traveller is eligible for DSA or not Subsistence Country: Automatically entered by the system. Subsistence Region: Selectable from a drop-down menu which is populated based on the Subsistence Country from above.

25 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send Additional Notes: Itinerary lines can be added, copied, or deleted as needed. All dates in the itinerary section are mandatory, and times are optional. Exception: If the start and end dates are identical, it is mandatory that you enter a time manually. If a breast feeding infant is accompanied by the mother on official business travel, add the infant name and itinerary on this page. This can be done by clicking the Add Traveller button.

26 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send In the fifth step, Additional Data, the Traveller is requested to enter further details related to the trip. The Traveller has the option to allow the system calculate the Subsistence Allowance automatically or enter manually all the Estimated Costs (explained later). If it is necessary, the Traveller should enter the corresponding deductions to the allowance (explained later). The Traveller can change the Cost Assignment if needed. Travellers should answer all questions related to the trip, including shipment options, if applicable. A justification is mandatory if the Traveller is requesting a trip that is less than 21 days prior to departure. 26

27 Official Business Travel The system automatically calculates the subsistence payment based on the travel dates entered as authorized itinerary, only if the subsistence calculation box is checked 27

28 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send The Enter Deductions menu is used for cases in which the Traveller knows before the beginning of the trip that meals and accomodations will be provided. There are four particular cases which must be regarded in this step: When everything is provided the deduction will be 100%, so there will not be DSA/MSA that day When accommodation is provided the deduction will be 50% If all 3 meals are provided, the deduction will be 30% If the Traveller is part of the SG s delegation, the deduction will be 60% since the actual hotel costs will be reimbursed 28

29 Official Business Travel Travel Advance Request If Traveller selects Yes to Travel advance request, the system displays the Advance amount and payment mode(s). Traveller must choose between EFT (direct deposit) or Other. If the choice is Other, instructions must be entered (e.g. cheque or cash) Note: When subsistence is entered as an expense type, the advance is populated manually by the Travel and Shipment Approver. Only the Travel and Shipment Approver can adjust the amount of the advance. 29

30 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send The Traveller selects the Calculate button to enter the number of trips to and from terminals during the trip to calculate the terminal expenses. The system will automatically calculate the total after clicking the OK button. Information for the Family members such as Terminal expense, Ticket costs, etc. must be entered in this field as well. 30

31 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send The Traveller is expected to enter Air Fare Ticket cost where applicable. They can obtain these estimates from the internet. The amounts are expected to be reasonable estimates and the actual costs will be adjusted once the tickets are purchased. Travellers can add additional expense types such as Excess Baggage and Communication expense, by selecting the Add New button. The expense type can be selected from the drop down list and then the currency and estimated cost of that expense can be entered in the appropriate fields To exit out of Estimated costs, the Traveller should click Save Draft and then Accept. 31

32 Official Business Travel Note: For staff members only, the advance amount will include the Terminal Expenses. 32

33 Official Business Travel There are several other options that the Traveller must indicate, if applicable: Voluntary downgrade The traveller can opt for voluntary downgrade in order to reduce the cost for the organization and/or reduce the carbon footprint. Exception to the standard of accommodation The traveller, if an upgrade of class of travel is approved, must click yes, select the appropriate reason from the drop-down, and attach corresponding approval documents. Other UN travel in conjunction The traveller must indicate if any other UN authorized travel is undertaken in conjunction with this travel. Please note individual travel request should be submitted for different types of travel and cross-referenced in this field. For example, home leave in conjunction with official business travel. Leave taken in conjunction with this travel The Traveller must indicate any type of leave taken in conjunction with this travel. Please note the actual leave approval must have been obtained in the Umoja Time Management module. This field is only to indicate the leave period to adjust the entitlement, if applicable. Traveller subject to ST/SGB/107/Rev. 6 If the traveller is a member of an organ or a subsidiary organ, the travel administrator must click yes and select the appropriate organ or subsidiary organ from the drop-down. 33

34 Official Business Travel There are several other options that the Traveller must indicate, if applicable: Traveller is a member of the Secretary-General or Deputy Secretary-General s delegation The Traveller must click yes if applicable and attach relevant correspondence. Justification As indicated earlier, the traveller must provide the reasons for submitting the travel request less than 21 days prior to commence of travel in this field and provide attachment, if applicable/available. Note: If required, attachments must be uploaded ONLY in the General Data page (i.e. page four) 34

35 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send If the Traveller intends to deviate from the official itinerary, he/she should click Yes on this page and provide details of the deviation in the REQUESTED ITINERARY text box. The Traveller should acknowledge the terms and conditions of personal deviation by clicking the check box at the bottom of the page. Please note that the details of personal deviation will be communicated to the travel agent. The Traveller is expected to directly interact with the travel agent for all subsequent arrangements including the required payment for deviation. 35

36 Official Business Travel - Personal Deviation If Traveller select Yes to Personal Deviation, he/she must agree with and accept the terms and conditions. 36

37 Official Business Travel Important Information Start Form Overview General Data Additional Data Personal Deviation Review and Send This page contains the summary of all the key information entered in the previous pages and offers a final opportunity to the Traveller to review the information prior to submission. Should there be any need to correct, the Traveller can go back by clicking the Previous Step button to reach the appropriate page, make the required changes, and return to this page for submission. Once the information is verified, the Traveller can click Save Draft for later submission or Save and Send for Approval to the HR Partner. 37

38 Official Business Travel Review and Send Traveller has two options for completing the request: 1. Save the request and finalize at a later date 2. Submit request to Travel and Shipment Approver Upon submission, the system performs an automated funds availability check. In the case of insufficient funds, the system displays a warning message to the preparer. The process will not stop. Note: Traveller is able to modify the request before submitting it for approval. After it is submitted, the Traveller can only modify it if it is returned for revision. A hard-stop (like a traffic STOP sign) on top of the page means that the travel request cannot be submitted. Please follow the displayed instructions and/or contact your Local Process Expert (LPE). Traveller can return to the Traveller Work Centre to know the status of the request and the recommended actions. 38

39 Official Business Travel - Complete Upon submission for approval, the system performs two steps in parallel, if applicable 1. A request for medical clearance is triggered automatically to EarthMed depending on the Traveller type and the type of travel. Follow the displayed instructions. 2. A request for security clearance in draft status is initiated in TRIP depending on the Traveller and type of travel. Traveller must log on to TRIP at dss.un.org and finalize the submission of the request by entering all the mandatory information. The system will display a notification to the Traveller stating if a medical and/or security clearance was or was not initiated 39

40 Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. 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 40

41 Activity 1 Transaction Name: Create an Official Travel Request Transaction Code: ESS Scenario: In this simulation, you will learn how to create official travel request. Link to the uperform simulation: Create An Official Travel Request 41

42 Documents and Notifications Traveller s Notification Upon approval of the travel request by the Travel Processing Office, the Traveller will receive an notification along with a pdf version of the approved Travel Authorization. 42

43 Traveller Work Center Workflow Status Submitted To Approved Cancellation Requested TO Rejected TO Cancelled Draft & Saved Recommended Actions Await CO Approver Send for CO Approval Create and Summit an Expense Report No Action Note: The sample provided in the list is only partial. 43

44 Traveller Work Center Note: Traveller is able to monitor the status of saved and submitted travel requests from their individual Work Center. 44

45 Traveller Work Center Trips and Expenses Trip Number Assigned by the system Start Date First day End Date Last day Trip Activity Type Official Business Destination Where Reason - Why Workflow Status Submitted, Approved, etc. Recommended Actions Next step(s) Workflow Status Recommended Actions Note: Traveller is able to monitor the status of saved and submitted travel requests from their individual Work Center. 45

46 Module 2 Summary The key points covered in this module are listed below: Create an Official Travel Request Review and Submit a Travel Request Explain travel related notifications Review Traveller s Work Center 46

47 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 47

48 Module 3 Objectives After completing this module, you will be able to: Understand the responsibilities of a Travel and Shipment Approver Understand the responsibilities of a Travel Processing Officer Understand why it is important to know the Rules associated with Official Travel 48

49 Travel Approval Process Travel and Shipment Approver Once a Traveller submits a Travel Request, the system routes it to a Travel and Shipment Approver (with the exception of HR and Entitlement Travel where previous approval of an HR Partner is required). The Travel and Shipment Approver s responsibilities: The Travel and Shipment Approver reviews and certify the travel requests associated with an employee s cost center/fund center. The Travel and Shipment Approver is the only role that can adjust the travel advance. If the travel request is found to be correct, the Travel and Shipment Approver approves and the system forwards it to the Travel Processing Officer. If the travel request is found to be incorrect, therefore in need of corrections, the Travel and Shipment Approver Returns the Request for Revision to the Traveller. The Travel and Shipment Approver can also reject the Travel Request, which terminates the request completely. The Travel and Shipment Approver should review the justification provided for late submission of travel request and accept or return the request for revision or cancellation The Travel and Shipment Approver should certify, in the Approval page, that the purpose of this travel cannot be achieved through other means such as VTC, WebEx etc. 49

50 Travel Approval Process Travel and Shipment Approver The Travel and Shipment Approver 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 Travel and Shipment Approver must review and approve all request for changes to an approved travel authorization. Travel Processing Officer will in turn perform all necessary changes in the system. 50

51 Travel Approval Process Travel Processing Officer Once a travel request is certified by a Travel and Shipment Approver, the system routes it to a Travel Processing Officer. The Travel Processing 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 Processing Officer is the only one who can make changes to an approved travel request Personal deviations are not part of the Travel Processing Officer s responsibility. Arrangements for personal deviations, including payments for same, must be made between the Traveller and the vendor directly. 51

52 Travel Rules Knowing the rules associated with travel will reduce inaccuracies and maximize expediency Improve overall efficiency minimize uncertainty and FRUSTRATION empower staff shrink approval time decrease rework educate Traveller on entitlements make life easier for everyone 52

53 Module Summary The key points covered in this course are listed below: Understand the responsibilities of a Travel and Shipment Approver Understand the responsibilities of a Travel Processing Officer Understand why it is important to know the Rules associated with Official Travel 53

54 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 54

55 Official Business Travel Global Standard Process Below is a recap of the standard process for Official Business Travel: 1. Traveller must read and acknowledge the standard important information containing the Traveller's responsibilities and the overview of travel entitlements. 2. Traveller creates Travel Request completing the general and additional data pages. 3. Traveller 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 Traveller to acknowledge his/her financial responsibilities and liabilities by agreeing to a waiver built into the process. 6. Traveller/Travel Office creates flight booking through a Travel Agent (offline) or online booking tool where available. 7. System automatically checks funds availability. 55

56 Official Business Travel Global Standard Process 8. If applicable, ystem triggers medical clearance request to EarthMed for Staff Members only 9. System triggers a request for security clearance 10. Traveller accesses TRIP (trip.dss.un.org) to finalize submission of security clearance request, and contacts Medical Service to undertake medical clearance procedures. 11. Travel and Shipment Approver 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. 56

57 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. Traveller (not Umoja) ensures that required clearances (medical and security) are obtained prior to departure. 57

58 Course Summary The key points covered in this course are listed below: Describe the Official Business Travel Request Process Submit an Official Business Travel Request for approval Manage submitted Travel Requests 58

59 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 59

60 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 60

61 Agenda Course Introduction Module 1: Travel Request Overview Module 2: Official Business Travel Module 3: Certify and Approve Course Summary Course Assessment Course Survey 61

62 Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 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 survey 5. Click the Submit button once you have completed the course survey 62

63 Congratulations! You have successfully completed the Umoja Create Official Travel Request course. 63