Umoja Travel Claim and Finance Integration Course UNHQ

Transcription

1 Umoja Travel Claim and Finance Integration Course UNHQ Umoja Travel Claim and Finance Integration v1 Last Modified: 21-June-2015

2 Course Overview The purpose of this course is to provide participants with an overview of the Travel Expense and Finance Integration, including Processing Expense Reports, Reviewing Postings and Special Payments Prerequisite Review In order to fully benefit from this course, you should have completed the following prerequisite courses: 101 Umoja Overview 102 Umoja Master Data & Coding Block Overview 155 Umoja Travel Overview 201 Umoja ECC Basic Navigation 211 Umoja Employee Self Service (ESS) Basic Navigation 3142 Umoja Create Official Travel Request 3147 Umoja Process of Expense Report 2

3 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 3

4 Key Terminology: General Terms Key Term Umoja ECC ESS MSS Master Data Description The main Umoja back-end system comprising of various modules. ECC stands for Enterprise Central Component. Stands for Employee Self-Service. Self-service is the front end tool used to provide access to end-users that need role and process based access to the system. Self-service technology is web-based, allowing a large number of users to access the system without the installation or technology requirements to support the client software used by power and super users in the system. Stands for Manager Self-Service, the self-service where end users with manager roles can access information and perform routine tasks that will automatically trigger actions into the back-end system or send notifications. This term refers to data which is stored and managed centrally for the entire organization which is key to the business and used over several functional areas. The travel expense line items, available in the Expense Report, eligible for reimbursement are examples of master data for travel. 4

5 Key Terminology: General Terms Key Term Workflow Employee Group & Employee Subgroup Batch Process Description The sequence of automated operations that an event will take. A workflow step can be directed towards a specific user or transfer to a manager. Workflow consists of either approvals or notifications. Approvals will pause the event work flow until the time in which the Manager approves or rejects that specific operation. Notification, if chosen for the activity, will send an to the person(s) involved, and then the event proceed to the next step in the workflow. Umoja will use the Employee Group to identify at a high level, the main type of relationship a person has with the organization, especially as the relationship with the organization changes. For example, a UN Police non-staff member is hired to become a Professional staff member, his Employee Group would change. Employee Subgroup will further breakdown and identify, within the Employee Group, the different types of relationship and/or status of employment a person has in the organization. A scheduled background program that runs and performs functions (ex. posting) on a regular basis without any user intervention. 5

6 Key Terminology: Travel Terms Key Term Travel Request Expense Report Stand-alone Expense Report Travel Activity Description The main form that the Traveller will use to submit their travel request for onward review and approval (Trip). The main form that will be used by the Traveller to submit a request for reimbursement for travel expenses incurred upon completion of the trip associated to a travel authorization. The main form that will be used by the Traveller to submit a request for reimbursement for travel expenses for exceptional scenarios such as supplemental claims. Stand-alone expense report are not associated to a travel authorization. The purpose of the travel which is categorized into three main areas namely Official Business Travel, Entitlement Travel (Ex. Home Leave and Family Visit) and HR Travel (Ex. Travel on Appointment and Separation). 6

7 Key Terminology: Travel and Finance Terms Key Term Travel Claim Travel Advance Recovery Cost Distribution Cost Assignment Description See Expense Report on previous slide. This is an amount of money provided to a traveller to cover expenses of a trip. This may include subsistence allowance and terminal fees. The process of recovering an amount through payroll for a traveller who is active on payroll and owes the organization an overpayment of travel advance or in the event the traveller has not submitted a claim following their completion of travel Costs incurred by an organizational object are usually written to the cost center directly assigned to the object (master cost center) or the cost center inherited by the object from a superior object. 7

8 Current Challenges and Benefits of Umoja Challenge Umoja Solution Benefit There are many redundancies and duplicate efforts in automating the travel claim processes across the global UN Offices The implementation of the Umoja solution brings only one global integrated and standard travel solution system. Today, Staff Members submit paper F10 claims along with the boarding passes to the office that administered the travel. In Umoja, travellers submit their claims online electronically and the claims are automatically routed to the back-office that would process them. Today, travel officers have limited access to issue tickets at reasonable costs through their local offices. Inter-Office arrangements are made to facilitate these processes. Umoja provides access for all offices to select the Travel Processing Office globally without impacting the workflow and where the claims would be settled. There will no longer be IOVs once all offices are in scope. 8

9 Current Challenges and Benefits of Umoja Challenge Umoja Solution Benefit Once a traveller submits a claim, they cannot track their claims. Umoja provides a facility for the traveller to track and monitor the status of their travel claims from the Traveller Work Center Travelers are not aware of the status of their claim if follow-up action is required or if finalized. notifications in Umoja would alert the travel on the status of the claim. If follow-up action is required by the traveller, an is sent to them detailing the correction item. Calculation and reimbursement of DSA and terminal are subject to manual calculation for the issuance of the travel advance and claim settlement The system automatically calculates the DSA entitlements based on the traveller s entitlement provision and provides the means to adjust or update these calculations when necessary. 9

10 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 10

11 Travel Process Overview Traveller or Travel Administrator HR Partner, Travel and Shipment Approver Travel Processing Officer Complete Travel Request Form in Portal Approval and Certification of Travel Request in Portal Approval of Travel Request in Portal Traveller Travel and Shipment Approver Travel Claims Processor System Automated System Automated Submit Expense Report in Portal upon return from Travel Certification and Approval of Expense Report Posting to FI Settlement of Expense Report Payroll or Accounts Receivable The Travel and Shipment Approver was formerly known as the Certifying Officer 11

12 Types of Travel in Umoja Official Travel HR Travel Entitlement Travel Uniformed Personnel Travel

13 Types of Official Business Travel Within Mission Travel Official Business Training Temporary Duty (TDY) Sabbatical Escort Medical Medical Evacuation Security Evacuation Med/Sec Evacuation Of Uniformed Personnel (4 types): Formed Police Units, UN Military Experts on Mission, Military Staff Officers/Contingent Member Troops and UN Police (UNPOL)

14 Types of HR Travel Appointment (4 types): Finite Duration, Temporary Replacement, Post and Consultant Temporary Assignment Transfer/Reassignment Separation/Repatriation Transportation of Human Remains Interview (2 types): Post and Finite Duration Competitive Exam (3 types): Post, Finite Duration and GTA Secondment (3 types) Post, Finite Duration and GTA

15 Types of Entitlement Travel Home Leave Family Visit Reverse Family Visit Education Grant Travel Reverse Education Grant Travel Rest and Recuperation

16 Uniformed Personnel Travel - Deployment and Repatriation UN Military Experts on Mission UNMEM (MILOB/MLO/MILAD) UN Police (UNPOL) Military Staff Officers/Contingent Member/Troops Formed Police Unit (FPU) Government Provided Personnel/Corrections Officers/Justice Officers

17 Workflow for Official Business Travel

18 Workflow for HR/Entitlement Travel - Ticket Option

19 Workflow for HR/Entitlement Travel - Lump-sum Option

20 Roles and Responsibilities The following Umoja Enterprise roles are involved in the Travel process: Traveller Create and submit Employee Self-Service(ESS) Travel Requests, Shipment Requests and Expense Reports Travel Administrator Create Employee Self-Service (ESS) Travel Requests, Shipment Requests and Expense Reports on behalf of travellers. Located in Executive, Administrative and Substantive Offices HR Partner Review travel authorizations related to Entitlement and HR Travel, such as Home Leave and Separation, to ensure eligibility. Travel and Shipment Approver Certify Travel Requests, Shipment Requests and Expense Reports. The Travel and Shipment Approver was formerly known as the Certifying Officer. 20

21 Roles and Responsibilities The following Umoja Enterprise roles are involved in the Travel process: Travel Shipment Processor Receive, review, estimate costs and process shipment requests. Located in the Travel Unit in OAHs or MOVCON in the missions. Travel Processing Officer Travel Claims Processor Receive, process and approve Travel Requests. Located in the Travel Unit. Receive, review and process Expense Reports where manual reviews are required. Create additional advances, review FI postings and monitor travel advance recoveries. Located in Finance. 21

22 Learning Checkpoint 1 1. What is the amount of money provided to travellers to cover expenses of their trip? A. Recovery B. Travel Claim C. Travel Advances D. Travel Activity E. Expense Report 23

23 Learning Checkpoint 1 1. What is the amount of money provided to travellers to cover expenses of their trip? A. Recovery B. Travel Claim C. Travel Advances D. Travel Activity E. Expense Report Option C is the correct answer. Travel Advances are provided to travellers to cover expenses of their trip and may include Subsistence Allowance and Terminal Expenses 24

24 Learning Checkpoint 1 2. Who is responsible for processing a traveller s Expense Report? Select all that apply. A. HR Partner B. Travel Claims Processor C. Manager D. Travel and Shipment Officer E. Traveller 25

25 Learning Checkpoint 1 2. Who is responsible for processing a traveller s Expense Report? Select all that apply. A. HR Partner B. Travel Claims Processor C. Manager D. Travel and Shipment Approver E. Traveller Options B and D are correct. The approval workflow of an Expense Report starts with the Travels and Shipment Approver and ends with the Travel Claims Processor. An expense report may go through a Travel Processing Officer or Shipment Officer depending on the expense items. 26

26 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 27

27 Travel Advance Process Overview Travel Advances will be processed through Umoja ESS Released five days before Official Travel Travel Advances cannot be created in Umoja ESS after the Travel Request is approved Additional advances can be created through Umoja ECC Lump sum payments for Entitlement Travel will be processed as advances through Umoja ESS. They will follow the same guidelines and recovery process as travel advances Released eight weeks before Entitlement Travel Expense Reports must be submitted through Umoja ESS to clear travel and lump sum advances 28

28 Payment Options in the Travel Request Solution Role What options are available Remarks Traveller or Travel Administrator (onbehalf Role) Option 1 - EFT All active bank accounts registered to the traveller BP will be available for the traveller s selection Option 2- Other if the traveller wishes to be paid via cheque or cash, Other should be selected and the preference indicated in the remarks field 29

29 Payment Options in the Travel Request Solution Role What options are available Remarks ECC Travel and Shipment Approver (TSA) Cheque Payment Option Cash Payment Option UN Cashiers Bank Counter UNDP The TSA cannot change the EFT bank account selected by the traveller and will return the Travel Request to the traveller to be updated if necessary If cheque is selected, it will be posted with Payment Block B, and H as Payment Method If Cash-UN Cashier, it will be posted with Payment Block B, and Y as Payment Method If Cash-Bank Counter, it will be posted with Payment Block B, and Z as Payment Method Travel Processing Office None Travel Unit cannot make any changes to the payment options selected and certified by the TSA 30

30 Travel Advance Payment Options Summary Payment Option Document Type Posting Details - ECC EFT TA No Payment Block Payment currency is the BP Bank Account currency if different from USD FI partner bank of the selected bank account s ID Cheque TA Payment Block B Payment Method H Payment Currency blank Cash (UN Cashiers) TA Payment Block B Payment Method Y Payment Currency blank Cash (Bank Counter) TA Payment Block B Payment Method Z Payment Currency blank 31

31 Issuing Additional Travel Advances Once a Travel Request is approved, it is not possible to request or issue additional advances through Umoja ESS. **An additional travel advance can ONLY be requested when a travel request has been approved and the claim process has not been initiated.** This is typical of situations where travel is extended beyond the original travel date. Once a request for additional advance is initiated and needs to be processed, the Finance Officer mapped to the Travel Claim Processor role will be able to process the advance. The Finance Officer mapped to the Travel Claim Processor role will be able to issue additional advances, as well as reduce advances. 32

32 Travel Advance Roles and Responsibilities The Traveller or Travel Administrator may request an advance while creating the Travel Request. The options available as payment methods are EFT and Other. In line with the recently issued delegation of authority, the Travel and Shipment Approver (previously known as the Certifying Officer) may request or change an advance up to a maximum of $15,000 in Umoja ESS. The options available as payment methods: UNDP, Cheque and Cash. Note: The Traveller has the option to select an EFT payment The Travel and Shipment Approver can request the issuance of an additional advance by sending an request to Finance uploading a copy of the travel authorization and stating the reason why the additional amount is requested. Requests must be retained for audit purposes. The Travel Claims Processor is the only one who may create additional advances based on an official request from the Travel and Shipment Approver. Additional advances are created in Umoja ECC. 33

33 Issuing Additional Travel Advances: Process Steps The steps to create Additional Travel Advances are: 1. 1 Enter PR03 in the Command field. Create Additional Travel Advances 2 Click to continue 3 The Trip Advances screen is displayed. All Travel Requests will be displayed in this transaction. You can add additional advance amounts or reduce the amounts. 34

34 Issuing Additional Travel Advances: Process Steps Create Additional Travel Advances The steps to create Additional Travel Advances are: 1. 1 Enter Personnel No. for whom you will create a Travel Advance. Press Enter in your keyboard. All the travel requests will be listed Select the Trip No. against which the advance is to be paid Click to edit advance details. 35

35 Issuing Additional Travel Advances: Process Steps Create Additional Travel Advances The steps to create Additional Travel Advances are: 1. 1 Input the Amount of additional advance based on traveller s entitlements. **Press Enter on your keyboard.** If you do not press enter, the data will not validate correctly Uncheck the flag under Cash column. This will ensure that the advance is correctly posted for payment Click to save additional advance. This will be part of the next batch process. Once the posting run executes, the advance amount is posted to FI 36

36 Reducing Travel Advances: Process Steps The steps to create reduce Travel Advances are: 1. 1 Enter PR03 in the Command field. Reduce Travel Advances 2 Click to continue 3 The Trip Advances screen is displayed. All Travel Requests will be displayed in this transaction. 37

37 Reducing Travel Advances: Process Steps Reduce Travel Advances The steps to reduce Travel Advances are: 1. 1 Enter Personnel No. for whom you will reduce a Travel Advance. Press Enter in your keyboard. All the travel requests will be listed Select the Trip No. against which the advance is to be reduced Click to edit advance details. 38

38 Reducing Travel Advances: Process Steps Reduce Travel Advances The steps to reduce Travel Advances are: 1. 1 Input a negative Amount based on the reduction of the traveller s entitlements. **Press Enter on your keyboard.** Uncheck the flag under Cash column. This will ensure that the reduction to the advance is correctly posted Click to save reduction of the travel advance. This will be part of the next batch process. Once the posting run executes, the reduction of the advance amount is posted to FI 39

39 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

40 Activity 1 Transaction Name: Pay Additional Advances Scenario: Pay additional advance against a travel request that is already approved ?mode=EU 41

41 Learning Checkpoint 2 2. Who can create an additional Travel Advance once a Travel Request has been approved? A. Travel Administrator B. Traveller C. Travel and Shipment Approver D. Finance Officer E. None of the above 42

42 Learning Checkpoint 2 2. Who can create an additional Travel Advance once a Travel Request has been approved? A. Travel Administrator B. Traveller C. Travel and Shipment Approver D. Finance Officer E. None of the above Option D is the correct answer. Only a Finance Officer mapped to the Travel Claim Processor role will be able to create an additional Travel Advance once a Travel Request has been approved 43

43 Learning Checkpoint 2 2. At what stage of the travel process can additional Travel Advances be requested? Select all that apply A. The Travel Request is unapproved B. The Travel Request is approved C. The Travel Claim process is completed D. The Travel Claim process is not initiated E. The travel was cancelled 44

44 Learning Checkpoint 2 2. At what stage of the travel process can additional Travel Advances be requested? Select all that apply A. The Travel Request is unapproved B. The Travel Request is approved C. The Travel Claim process is completed D. The Travel Claim process is not initiated E. The travel is cancelled Options B and D are the correct answer. Both conditions have to be satisfied in order for additional advances to be requested by the Travel and Shipment Approver 45

45 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 46

46 Types of Expense Reports (Travel Claims) The four types of expense reports are: Express Expense Report Detailed Expense Report Stand Alone Expense Report Shipment Expense Report 47

47 Travel Expense Report Workflow by Type Depending on the nature of the Expense Report, the workflow is routed as follows: For Official Business travel, when a Traveller submits an Expense Report for a travel authorization that is undertaken exactly as authorized and the claim is only for DSA and terminal, the claim is processed automatically as an Express Expense Report without any need for review and approval of the Travel and Shipment Approver or Travel Claims Processor. For entitlement travel such as home leave, the claim will be an Express Expense Report if there is no deviation from the authorized travel. When a Traveller submits an Expense Report for a travel authorization with requests for additional expenses, such as EBG fees, or deviates from the approved itinerary in any way, the claim is routed to the Travel and Shipment Approver and Travel Claims Processor for review and approval. This is referred to as a Detailed Expense Report. Stand Alone Expense reports are Expense Reports that are submitted without any association to a Travel Request and are subject to review and adjustment by the Travel and Shipment Approver and Travel Claims Processor. Expense Reports claiming reimbursement of self-ticket entitlements or shipment entitlements on a post-facto basis, which are not included in the original travel authorization, will be queued to the Travel and Shipment Unit for approval. 48

48 Travel Expense Report Workflow Overview Depending on the nature of the expense report, the workflow is routed as follows: Traveller Travel and Shipment Approver Travel Claims Processor System Automated Submit Expense Report in Portal upon return from Travel Certification of Expense Report Approval of Expense Report Posting to FI and Settlement of Expense Report Travel Processing Officer Approval of Expense Report 49

49 Travel Expense Report Submission The Traveller or Administrator Traveller Travel & Shipment Approver Travel Claims Processor System Automated Submit Expense Report in Portal upon return from Travel Certification of Expense Report Approval of Expense Report Posting to FI and Settlement of Expense Report The Travel Expense Report will be used by the traveller to submit any reimbursement of travel expenses related to Official Business Travel or Entitlement Travel such as Home Leave. Travellers are required to submit an expense report 14 days following the return of the trip to avoid potential recovery of travel advances from their payroll. Travellers can do the following in Umoja Expense Report: Enter the updated itinerary of the actual travel Enter any comments or remarks for review Adjust DSA/MSA Subsistence Allowance Enter additional expense line items Upload supporting documents as attachments 51

50 Travel Expense Report The Traveller or Administrator Traveller Travel & Shipment Approver Travel Claims Processor System Automated Submit Expense Report in Portal upon return from Travel Certification of Expense Report Approval of Expense Report Posting to FI and Settlement of Expense Report Expenses declared in the Travel Request can be adjusted in the Expense Report. Additional expenses incurred during the trip should also be declared. The following are sample expenses that can be added or adjusted: Airfare Self Ticket Cost-Adj Terminal Expenses Excess Baggage Adjustment for ticket purchased that have any variation from the authorized amount Payment of Terminal Expenses to the staff member Payment of applicable excess baggage fees Complete list of expense types can be accessed here: 52

51 Payment Options in the Travel Claim Document Role What options are available Remarks Traveller or Travel Administrator (on-behalf Role) Option 1- EFT All active bank accounts registered to the traveller s BP will be available for the traveller s selection Option 2- Other if the traveller wishes to be paid via cheque or cash, Other should be selected and the preference indicated in the remarks field Option 3 - Payroll- if the traveller wishes to be paid through payroll Option 4 - Conference Paymaster when the claim was already paid on site. The Event ID is mandatory in this case 53

52 Activity 2 Transaction Name: Create an Expense Report Scenario: Create an Expense Report Link to the uperform simulation: 54

53 Travel Expense Certification The Travel and Shipment Approver Traveller Travel & Shipment Approver Travel Claims Officer System Automated Submit Expense Report in Portal upon return from Travel Certification of Expense Report Approval of Expense Report Posting to FI and Settlement of Expense Report The Travel Expense Report is routed to the delegated Travel and Shipment Approver based on the fund and fund center in the cost assignment field of the report. If there are multiple fund and fund centers, the Expense Report is routed to the Travel and Shipment Approver that has the requisite delegation. The Travel and Shipment Approver should : Review to ensure that the travel is undertaken as authorized Review the DSA and other travel entitlements and make necessary adjustments as needed. Return the expense report to the traveller if correction or additional document requirements such as Hotel Receipts are needed Return the Expense Report if there are inconsistences Only a Stand Alone Expense Report should be rejected. If an Expense Report associated to a Travel Request is rejected, the Travel Request will be cancelled Certify and submit the expense report for review of the next workflow agent 55

54 Activity 3 Transaction Name: Certify Expense Report Scenario: Review Expense Report and certify for next approval Link to the uperform simulation: 56

55 Travel Expense Approval Travel Claims Processor Traveller Travel & Shipment Approver Travel Claims Processor System Automated Submit Expense Report in Portal upon return from Travel Certification of Expense Report Approval of Expense Report Posting to FI and Settlement of Expense Report The Travel Expense Report is routed to the Travel Claims Office mapped to the business area of the cost assignment that funded the trip. The Travel Claim Processor should: Review the Expense Report in relation to the travel authorization and Travel and Shipment Approver s certification Review the DSA and other travel entitlements and make adjustments if necessary Return the expense report to the traveller if corrections or additional documents, such as hotel receipts are required Reject the Expense Report if it should be cancelled Approve the Expense Report for batch processing 57

56 Activity 4 Transaction Name: Approve Expense Report Scenario: Approve Expense Report and submit for batch processing Link to the uperform simulation: 58

57 Travel Claim Payment Options - FI Posting Summary Payment Option Document Type Posting Details EFT TI No payment Block Payment currency is the BP Bank Account currency if different from USD FI partner bank of the selected bank account s ID Cheque TI Payment Block B Payment Method H Payment Currency blank Cash (UN Cashiers) TI Payment Block B Payment Method Y Payment Currency blank Cash (Bank Counter) TI Payment Block B Payment Method Z Payment Currency blank 59

58 Travel Claim Payment Options - FI Posting Summary Payment Option Document Type Posting Details Payroll Net Payable TI Payment Block W Payment Currency blank Payroll Net Recoverable Conference Paymaster TC Payment Block W Payment Currency blank TI No Payment Block Payment Method D The Ref. Key 2 field in the header will contain the Event ID 60

59 Learning Checkpoint 3 1. Travellers have 14 days following their return date to submit the Expense Report for their trip to avoid potential recovery of travel advances from their payroll. A. True B. False 61

60 Learning Checkpoint 3 1. Travellers have 14 days following their return date to submit the Expense Report for their trip to avoid potential recovery of travel advances from their payroll. A. True B. False Option A is the correct answer. The statement is True. Travellers need to submit an Expense Report within the specified time. Otherwise, a recovery will be triggered in payroll. 62

61 Learning Checkpoint 3 2. Which of the following actions can a Travel and Shipment Approver perform when reviewing a Travel Expense Report? Select all that apply. A. Certify the Expense Report B. Return the Expense Report to the Traveller for corrections C. Reject the Expense Report D. Delete the Expense Report E. Adjust travel entitlements and expense entries 63

62 Learning Checkpoint 3 2. Which of the following actions can a Travel and Shipment Approver perform when reviewing a Travel Expense Report? Select all that apply. A. Certify the Expense Report B. Return the Expense Report to Traveller for corrections C. Reject the Expense Report D. Delete the Expense Report E. Adjust travel entitlements and expense entries Options A, B, C, E are the correct answers. Travel and Shipment Officers may adjust travel expense entries as need. They can also return, reject or certify the Expense Report. 64

63 Learning Checkpoint 3 3. When a Traveller submits an Expense Report for a travel authorization that is exactly as authorized, the claim is processed without any need for review and approval. A. True B. False 65

64 Learning Checkpoint 3 3. When a Traveller submits an Expense Report for a travel authorization that is exactly as authorized, the claim is processed without any need for review and approval. A. True B. False Option A is the correct answer. The statement is True. When an Expense Report reflects the original travel authorization, it is considered an express claim. 66

65 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 67

66 UNDP Functionality The Umoja Travel Solution is enhanced to provide functionality to issue financial authorizations to UNDP for the payment of travel advances, tickets and for claim settlement. The UNDP Vendor must be selected in the Travel Portal The UNDP Financial Authorization remarks must be updated in the Travel Portal UNDP documents will have the Payment Method U The Text field in ECC will indicate the UNDP Vendor number and initial The Long Text field in ECC will indicate the remarks entered in the portal TA Document 68

67 UNDP Functionality Once the ESS travel transactions are posted to FI with the required details, a financial authorization will be automatically generated based on the posted FI document. Upon receipt of Service Clearing Account (SCA) invoices from UNDP, any subsequent adjustment related to the ticket invoice, travel advance or claim settlement will have to be made in the Umoja Travel solution. The Travel Claim Processor will enter adjusting entries to reconcile invoices for Travel Advance and Travel Claim payments The Travel Processing Office will enter adjusting entries to reconcile ticket invoices received from UNDP 69

68 5. UNDP Functionality in the Travel Solution The Umoja Travel Solution can be used to issue Financial Authorizations for UNDP to act as a Pay Agent. Role Actions Remarks Traveller The traveller cannot select UNDP as a Travel Advance payment option Travel and Shipment Approver (TSA) The TSA can request issuance of Financial Authorizations to UNDP for payment of Travel Advances and ticket costs. They have to select: Payment Method: UNDP UNDP Vendor Remarks Field Document Type: TA Dr. Travel Advance Account Cr. Traveler Vendor On the Vendor Line, Payment Method: U Text: vendor number and initial Long Text: remarks entered in the portal 70

69 5. UNDP Functionality in the Travel Solution Issuance of Travel Advances through UNDP 71

70 5. UNDP Functionality in the Travel Solution The Umoja Travel Solution can be used to issue Financial Authorizations for UNDP to purchase tickets Role Actions Remarks Travel Processing Officer (TPO) The TPO based on instructions from the TSA will enter the maximum ticket costs up to which UNDP can purchase the tickets on behalf of the UN. Document Type: TI Dr. Expense Cr. UNDP Vendor Required Fields are: Tickets to be issued through UNDP Remarks Field In the Estimated cost grid, the selection of the UNDP Vendor and ticket entitlement amount will be entered by the TPO On the Vendor Line, Payment Method: U Text: vendor number and initial Long Text: remarks entered in the portal 72

71 5. UNDP Functionality in the Travel Solution - Example Issuance of Tickets 73

72 5. UNDP Functionality in the Travel Solution The Umoja Travel Solution can be used to issue Financial Authorizations for UNDP to act as a Pay Agent for travel claim settlements Role Actions Remarks Travel and Shipment Approver or Travel Claim Processor TSA can request issuance of Financial Authorizations to UNDP for the settlement of travel claims or recovery thereof: Required fields are: Payment Method: UNDP UNDP Vendor Remarks Field Document Type: TI Dr. Expense Cr. Travel Adv (if applicable) Cr. Traveler Vendor Dr. Traveler Vendor On the Vendor Line, Payment Method: U Text: vendor number and initial Long Text: remarks entered in the portal 74

73 UNDP Posting Schema Tickets and Travel Advances Ticket to be issued through UNDP (FI Postings) Travel Request Approval Debit Credit TI Document Expense UNDP Vendor with Payment Method U Text: BP Vendor number and initial Long Text: remarks entered in the portal Travel Advance to be issued through UNDP (Advance Postings) Travel Request Approval Debit Credit TA Document Travel Advance Account Travel Vendor with Payment Method U Text: BP Vendor number and initial Long Text: remarks entered in the portal 75

74 UNDP Travel Claim Posting Schema - with Travel Advance Post Travel Claim Debit Credit Credit Post Travel Claim Debit Debit Credit TI Document Payment Expense Traveler Vendor Account with Payment Method U Travel Advance Account TC Document - Recovery Expense Traveler Vendor Account with Payment Method U Travel Advance Account 76

75 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 77

76 Touch Points The Umoja system is an integrated system and most of its modules integrate with each other to complete a process. Touch points refer to these integration points across Umoja modules, processes and activities. Travel Grants Management Fund Management FI Payroll Travel Authorization/ Expense Reports that are raised against Grants Derivation of the commitment Item Derivation of the Cost Assignment All postings to balance account for UN paid expenses to Vendor Posting of Accounts Payable or Receivable to Traveller /Vendors Payment through Payroll Recovery of travel advance overpayment Recovery of full advance due to non-compliance 78

77 Document Types for Travel Postings The following document types are created in the Travel process: TA TA documents are created for Travel Advance Postings They are reflected as 35XXXXXXXX TC TG TI KZ TC documents are created for Credit Memo and Travel Claim Recovery Postings They are reflected as 32XXXXXXXX TG documents are created for Ticket Invoice Postings Invoices received from the vendor They are reflected as 31XXXXXXXXXX TI documents are created for Ticket Postings and Travel Claim Postings They are reflected as 31XXXXXXXX Kz KZ documents are created for disbursements They are reflected as 33XXXXXXXX 79

78 Travel Request Posting Overview Traveller Travel Administrator HR Partner, Travel and Shipment Approver Travel Processing Officer Complete Travel Request Form in Portal Certification of Travel Request in Portal Approval of Travel Request in Portal Posting to FI (Batch Process) Travel Advance (TA): Dr. Travel Advance Acct Cr. Traveller Vendor Ticket Posting (TI): Dr. Expenses Cr. Ticket Clearing Acct Once a Travel Request is approved, it is included in the posting run to FI. The result of the posting to FI are Travel Advance (TA) entries and Ticket Posting (TI) entries This posting schema does not apply to UNDP Member State UN Agencies Vendor

79 Travel Request Impact on Commitments Event Role FM Advance Ticket Submission Traveller or On Behalf Statistical Commit. (FMIOI) No Impact No Impact HR Review (HR Travel) HR Partner Statistical Commit. (FMIOI) No Impact No Impact Certification Travel and Shipment Approver Statistical Commit. (FMIOI) No Impact No Impact Approval Travel Unit Travel Funds Commitments Posting Run System Funds Commit Consumed by Tkt Costs/ TravelMgmtFee No Impact Posted to FI No impact Posted to FI 81

80 Travel Expense Report Posting Overview Traveller Travel and Shipment Approver Travel Claims Processor Submit Expense Report in Portal upon return from Travel Certification of Expense Report Approval of Expense Report - Finance Posting to FI (Batch Process) Net Payable (TI): Dr. Expenses Cr. Travel Advance Account Cr. Traveller Vendor Net Recoverable (TC): Dr. Expense Dr. Traveller Vendor Cr. Travel Advance Account <$200? Staff? Yes No Yes No Pay through Payroll Pay through Accounts Payable Recovery through Payroll Debit against Vendor Account Once a Travel Expense Report is approved, it is included in the posting run to FI. The result of the postings to FI are Net Payable (TI) entries and Net Recoverable (TC) entries.

81 Commitments Travel and Shipment Requests Approved Travel Requests create Business Trip Commitments. Shipment Requests are created as a part of HR or Entitlement Travel Requests. Although Shipment Requests may be created in conjunction with approved Travel Requests, they create a separate Funds Commitment. 83

82 Travel Ticket Posting Schema Trip Approval Debit Credit Ticket Invoice Processing Debit Credit Treasury Debit Credit Credit Memo Debit Credit Return Funds to the Budget Debit Credit TI Document Expense Ticket Clearing Account (GL ) TG Document Ticket Clearing Account Vendor Account KZ Document Vendor Account Bank (Based on the payment method) TC Document Vendor Account Ticket Clearing Account Ticket Liquidation Ticket Clearing Account Expense 84

83 Travel Advance Posting Schema Post Travel Advance Debit Credit Treasury Debit Credit Travel Advance Recovery Debit Credit TA Document Travel Advance Account (GL ) Traveller Vendor Account (BP for vendor/staff) KZ Document Traveller Vendor Account Bank (Based on the payment method) TC Document Traveller Vendor Account Travel Advance Account 85

84 Travel Claim Posting Schema - with Travel Advance Post Travel Advance Debit Credit Treasury Debit Credit Post Travel Claim Debit Credit Credit Post Travel Claim Debit Debit Credit TA Document Travel Advance Account (GL ) Traveller Vendor Account (BP for vendor/staff) KZ Document Traveller Vendor Account Bank (Based on the payment method) TI Document Net Payment Expense Traveller Advance Account Travel Vendor Account TC Document Net Recovery Expense Traveller Vendor Account Travel Advance Account 86

85 Learning Checkpoint 4 1. Ticket bookings and Travel Expense Reports are posted at the time of the travel expense posting. A. TRUE B. FALSE 87

86 Learning Checkpoint 4 1. Ticket bookings and Travel Expense Reports are posted at the time of the travel expense posting. A. TRUE B. FALSE Option B is the correct answer. The statement is False. Travel bookings are posted at the time the Travel Request is approved. Travel Expense Reports are posted at the time the travel expense is approved. 88

87 Learning Checkpoint 4 3. Which of the following does NOT result from a Travel Posting to the FI Batch Process? Select all that apply. A. Net Payable (TI) B. Ticket Posting (TI) C. Travel Advance (TA) D. Travel Activity (TA) E. Net Recoverable (TC) 89

88 Learning Checkpoint 4 3. Which of the following does NOT result from a Travel Posting to the FI Batch Process? Select all that apply. A. Net Payable (TI) B. Ticket Posting (TI) C. Travel Advance (TA) D. Travel Activity (TA) E. Net Recoverable (TC) Options D is the correct answer. Travel Advance (TA) and Ticket Posting (TI) result from a posting run after a Travel Request has been approved. Net Payable (TI) and Net Recoverable (TC) result from a posting run after a Travel Expense Report has been approved. 90

89 Learning Checkpoint 4 2. When a net payable Travel Expense Report is less than $200.00, the traveller is paid through what method? A. EFT B. Payroll C. Cash at the bank counter D. Cheque 91

90 Learning Checkpoint 4 2. When a net payable Travel Expense Report is less than $200.00, the traveller is paid through what method? A. EFT B. Payroll C. Cash at the bank counter D. Cheque Option B is the correct answer. The system automatically creates an entry in the payroll stream when a net payable is less than $

91 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 93

92 Review Travel Postings All travel transactions related to the Travel Requests and Travel Expense Reports are posted to finance once the batch is executed After the batch jobs have run and travel expense transactions are posted, Finance Officers may view financial entries The T-code ZTV_TRAVELACC may be used to analyze travel related postings generated by the system. The following postings may be reviewed: Ticket Posting Travel Advance Posting Travel Claims Posting 94

93 Review Postings: Process Steps Review of Financial Postings The steps to generate the Financial Postings are: 1. 1 Enter ZTV_TRAVELACC in the Command field. 2 Click to continue The Travel Account Analysis Report is displayed. 3 95

94 Review Postings: Process Steps Review of Financial Postings The steps to generate the Financial postings are: 1. 1 Enter Date Range of transactions you wish to view in Posting Date and enter the Personnel No. The search can be narrowed by inputting specific details like the Trip Number and Fund Use /TRAVEL_FI as Layout Check Show Posting Documents. This will ensure that the report displays the relevant financial documents only Click to generate the report

95 Review Ticket Posting Ticket bookings are posted at the time of the Travel Request approval. Ticket expenses are expensed at the time of the Travel Request approval. The steps to review a Ticket Posting are: 1. 1 Generate Financial Postings, Travel Account Analysis Report To view ticket postings, click on the FI document that has the document type TI and select the line where the GL Account is FI documents with Document Type TG are Ticket Invoices. 97

96 Review Ticket Posting Expenses are debited to the GL account that is derived and a credit entry is posted to the ticket clearing account In this specific posting, the ticket expenses are posted as follows: Debit Expense Account ( within Mission Travel) Credit Ticket Clearing account ( ) 98

97 Activity 5 Transaction Name: ZTV_Travelacc Scenario: Review ticket postings Link to the uperform simulation: ?mode=EU 99

98 Review Travel Advance Posting If the traveller requests a Travel Advance, the system calculates the Daily Subsistence Allowance (DSA) entitlement and Terminal Expenses. The advance is automatically posted when the Travel Request is posted. Lump sum payments for Entitlement Travel are also posted as Travel Advances The steps to review a Travel Advance posting are: 1. Generate Financial Postings, Travel Account Analysis Report To view Travel Advance postings, click on the FI document with the TA document type

99 Review Travel Advance Posting Travel Advances are debited to Travel Advance Account and credited to the Traveller vendor. In this specific posting, travel advances with the document type TA are posted as follows: Debit (Advance Travel Module) Credit the BP vendor ( ) The payment will be executed based on the payment modalities stored against the Vendor s BP default. 101

100 Activity 6 Transaction Name: ZTV_Travelacc Scenario: Review travel advance postings Link to the uperform simulation: ?mode=EU 102

101 Review Travel Claim Posting Once a Traveller submits an Expense Report upon return and it is reviewed by the approving agents, it is posted to FI following approval by Finance and the successful batch execution. The steps to review a Travel Claim posting are: 1. 1 Generate Financial Postings, Travel Account Analysis Report. 2. To view Travel Claim postings, click on the FI document with TI document type

102 Review Travel Claim Posting The Travel Expense Report is debited to the derived GL account and credited to the Travel Advance Account if it is not recovered. The posting would either debit the Traveller Vendor if there is an overpayment or credit the Traveller Vendor if a net payable is due. Net payables of less than $200 are paid through payroll by creation of an IT0015 entry. Otherwise, they are paid by Accounts Payable based on the payment modalities selected in the travel claim. 104

103 Activity 7 Transaction Name: ZTV_Travelacc Scenario: Review travel claim posting Link to the uperform simulation: ?mode=EU 105

104 Process to review Items Blocked for Payment Daily Travel Claim Processor Activity The steps to generate a list of Items Blocked For Payment are: 1. Enter S_ALR_ in the Command field. 2. Click to continue 3. The List of Vendor Line Items screen is displayed. 106

105 Process to review Items Blocked for Payment 4. Click on the Dynamic Selection Icon 5. Additional selection fields will be displayed. 107

106 Process to review Items Blocked for Payment 6. To locate the Payment Block field, click on the Vendor Master folder until the Document folder opens. The Payment Block field is a part of document table. 7. Scroll down and double click on the Payment Block field. The fields which are already in the dynamic selection are highlighted in green. 108

107 Process to review Items Blocked for Payment 8. Scroll down on the right side pane to ensure that the Payment Block field is displayed. Click on the arrow for the Multiple Selection at the right of the Document Type field. 9. The Multiple Selection for Document Type Screen will be displayed. Click on the Select Single Values Tab.. 109

108 Process to review Items Blocked for Payment 10. Enter all of the required Document Types from travel postings. Examples of document types are TA, TI, TC, and TT in the Document Type field. Click on the Clock icon to execute. 110

109 Process to review Items Blocked for Payment 11. Select B in the Payment Block field and click on the Clock icon to execute the report. 111

110 Process to review Items Blocked for Payment 12. The report is generated. 13. Use T-code FB02 to remove the B blocks 112

111 Process to review Items Blocked for Payment 14. To generate the report faster, click on the Multiple Selection arrow at the right side of the Posting Date field in the List of Vendor Line Items screen. The Multiple Selection for Posting Date screen will be displayed. Click on the Select Ranges tab and specify the date range in the Lower limit and Upper limit fields. Selecting the Open Items button also produces faster results 113

112 Process to review Items Blocked for Payment 15. Use the additional filter 14* in the Vendor account field to exclude UNDP postings from the report. 114

113 Process to review Items Blocked for Payment 16. The report will be revised as displayed below: 115

114 Process to create a list of Travel related Shipment Commitments Travel Claim Processor Activity The steps to generate a report of commitments created by the Travel Shipment Solution are: 1. Enter S_P99_ in the Command field. 2. Click to continue 3. The Earmarked funds journal screen is displayed. 116

115 Process to create a list of Travel related Shipment Commitments 4. Remove any default values from the fields in the journal and click on the Dynamic Selection Icon to display additional selection fields 5. In the Dynamic Selections for Earmarked funds journal screen expand the View for Earmarked Funds Journal folder 117

116 Process to create a list of Travel related Shipment Commitments 6. Double-click on Document Header Text to obtain the Dynamic selections option displayed on right 7. Input Funds Commitment for Shipment Request* in the Document Header Text field and press Enter on the keyboard. The string search is enabled. 118

117 Process to create a list of Travel related Shipment Commitments 8. Click on the Applied Selected Items so that the selection is applied, then click on the Save icon 119

118 Process to create a list of Travel related Shipment Commitments 9. Input 55 in the Document type field and 1000 in the Company Code field. Click on the Execute Icon to run the report. 55 is the Funds Commitment document created by the Travel and Shipment Solution 120

119 Process to create a list of Travel related Shipment Commitments 10. The report results are displayed below. The Shipment Request number is the Trip number 121

120 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 122

121 Travel Advance Recovery If Traveller does not submit a Travel Claim within 60 days following his/her return date, a Travel Advance recovery is initiated automatically. A batch program is scheduled prior to the payroll batch to identify travel advances raised against travel authorizations. The program will identify claims which have not been submitted 60 days following the return date and reclassify the receivable from the balance sheet account to the vendor account. The batch program posts the below entries: Dr. Traveller Vendor Account Cr. Travel Advance The batch program posts a payment block [W] if the advance is to be recovered through payroll for personnel active on payroll The payment block field is blank for non-staff members Once a recovery has been initiated against a traveller, any future payments for that trip will be paid through payroll 123

122 Travel Advance Recovery Travel Advances with payment block [W] will be recovered through payroll via the automatic creation of IT0045 The payroll posting will create a credit against the Traveller that will clear automatically 124

123 Travel Advance Overpayment If the final travel claim settlement results in a travel advance overpayment, the recovery of the residual balance will be made through payroll At the time of the claim posting, a debit balance is posted against the traveller vendor account with a payment block [W] IT0045 is created automatically when the payroll recovery batch runs prior to the upcoming payroll cycle. An notification will be sent to the traveler when the IT0045 is created. 125

124 Learning Checkpoint 5 1. Recoveries are created to which payroll infotype? A. IT0267 B. IT0045 C. IT0015 D. IT0014 E. None of the above 126

125 Learning Checkpoint 5 1. Recoveries are created to which payroll infotype? A. IT0267 B. IT0045 C. IT0015 D. IT0014 E. None of the above Option B is the correct answer. Recoveries are created in IT0045 for inclusion in the next payroll cycle. 127

126 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 128

127 Umoja Ticket Billing - Open Items Enter FBL3N in the ECC Command field The G/L Account Line Item Display screen is displayed 129

128 Review GL Report for Tickets Enter GL Under the Line Item Selection section ensure that the Open at Key Date field is blank and execute The report is displayed 130

129 View cleared items for a particular trip Select the Assignment field and click on the Filter button Enter the trip number using wildcards (*) before and after the trip number to view the items in the clearing account related to the invoice The trip number used in this case is

130 Ticket Billing Solution The ticket billing solution enables the upload of electronic invoices received from the ticket billing agent as a result of the selection in the Estimated Cost Grid of the ESS Portal. The two ways to upload invoices in ECC are the Excel Upload and Interface feed from the travel agent vendor. The invoices are uploaded in the system and automatically processed if matched, or parked if not matched. The three components required for the Ticket Billing Solution are the File Upload, Matching View and Ticket Billing Portal 132

131 UNHQ Current Daily Invoice File Setup TRX UN IMIS AMEX UN Approved Travel Requests Master Card CitiBank UN Daily Invoice File TVRQ Approval

132 Estimated Cost Grid The commercial ticket vendor must be selected in the Services Provider field in the Estimated Cost grid of the Estimated Cost Field in the Travel Portal The important elements for the ticket invoices are the currency, ticket costs, index number, service provider, itinerary and the ticket transaction fees if applicable

133 Commercial Ticket Vendor Billing Program Upload The commercial ticket billing process will enable the electronic invoice upload of the file through: 1) Manual Excel Upload Feature 2) Automatic FTP file upload The parameters required for file upload are the Travel Processing Office and the Vendor Match Criteria Invoices received with corresponding trips and the three matching criteria, which are Trip Number, Personnel Number and Billed Ticket amount less or equal to the booked amount plus tolerance, will be automatically posted with a payment block. Credits: the Trip Number and Personnel Number will be used to determine the automatic posting of the credits or refunds 135

134 Ticket Billing File Automatic FTP file upload Automatic FTP File Upload (Text File) 137

135 Ticket Invoice Posting: Commercial Vendor Financial postings are made at key points in the Travel Request Workflow process Travel Request Approved Ticket Clr X FI Posting Expense X Expense X FI Posting Invoice Upload Ticket Clr X Ticket Clr X FI Posting Vendor X Vendor X Ticket Liquidation FI Posting Vendor Payment Bank X 138

136 Travel Ticket Posting Schema Trip Approval Debit Credit Ticket Invoice Processing Debit Credit Treasury Debit Credit Credit Memo Debit Credit Return Funds to the Budget Debit Credit TI Document Expense Ticket Clearing Account (GL ) TG Document Ticket Clearing Account Vendor Account KZ Document Vendor Account Bank (Based on the Payment Method) TC Document Vendor Account Ticket Clearing Account Ticket Liquidation Ticket Clearing Account Expense 139

137 File Upload Process Enter ZTV_TICKET_INTERFACE In this case we used the commercial vendor AP Express as an example. Enter the following details : Ticket Clearing Account: Travel Processing Office: Vendor: Run in test mode to review the results of the upload 140

138 ZTV_TICKET_INTERFACE 1. Enter ZTV_TICKET_INTERFACE and click Enter 2. The Ticket Invoice Upload Interface screen is displayed 141

139 ZTV_TICKET_INTERFACE Enter the parameters for the Travel Processing Office, Vendor and Clearing Account In the Load Ticket Billing window click the load invoice from file option and upload the file Select the Test Run option and execute Click the back button to go to the previous screen Uncheck the Test Run Option and execute 142

140 ZTV_TICKET_INTERFACE The record displayed is split into two screenshots to provide the complete picture 143

141 Matching View Process Enter ZTV_TICKET_MATCHDESK Enter the following details: Ticket Clearing Account: Travel Processing Office: Vendor:

142 Portal View Tabs-Unblocked All invoices matched from the invoice file by the trip number, personnel number with ticket amounts that are less than booked amounts are posted in FI with a payment block [R] The Posting Entries: Dr. Clearing Account ( ) Cr. Vendor Account When in this tab, review the invoice and click the unblock invoice button. This will remove the payment block and change the baseline due date to today s date for immediate payment release. It will also automatically clear the invoice 145

143 ZTV_TICKET_MATCHDESK Enter ZTV_TICKET_MATCHDESK and enter The Travel Ticket Matching Desk screen is displayed Enter the GL Account , today s date in the Open at key date field, Travel Processing Office, Vendor number and execute 146

144 ZTV_TICKET_MATCHDESK 1. The six (6) tabs of the Travel Ticket Matching Desk are displayed 147

145 ZTV_TICKET_MATCHDESK The All Pend Invoices tab contains all of the invoices in the Matchdesk The Travel View tab contains the tickets posted and linked to the commercial vendor (TI) The Invoices View tab contains invoices uploaded from the commercial vendor (TG) The Matched tab contains the invoices that are matched and ready for payment The Unmatched tab contains the unmatched invoices The Partially Processed tab contains invoices that should be either rejected or reprocessed 148

146 ZTV_TICKET_MATCHDESK Click on the Matched Tab Select the invoices that are uploaded with a corresponding trip number and click on Display Matching Trip button it will launch the Travel Request Select the invoices that are matched to the correct trips and click on Payment Options. 149

147 ZTV_TICKET_MATCHDESK After clicking on Payment Options, select the bank displayed and click on the green check. The message reflected below will be displayed 150

148 ZTV_TICKET_MATCHDESK Click the save button and select the matched invoices Click the Unblock button and the messages indicating that the Document 31XXXXXXXXXX unblocked and Changes have been saved will be displayed 151

149 ZTV_TICKET_MATCHDESK Open the All Pend Invoices Tab Select all of the invoices related to the trip (TI and TG) In this example we used Trip 903 Click Clear to clear the travel postings and invoices for the trip 152

150 ZTV_TICKET_MATCHDESK The message Clearing for trip XXX was done will be reflected In this example the message was Clearing for trip was done 153

151 Unmatched Ticket Invoices Possible Scenarios: 1. The billed amount is higher than the obligated amount plus the tolerance amount defined for the Vendor/TPO Action Item: Travel Processing Office amends the Travel Request to increase the ticket cost 2. The Trip Number or Index Number does not match the existing travel authorization Two possible Action Items: Request the Travel Agent to resend the rejected records and new file upload using the same unique reference record The Ticket Billing Processor investigates and updates the correct trip number and/or Index Number internally and reprocesses the invoices 3. System related issues Action Item: Raise an ineed ticket to be escalated to the Umoja Team for analysis

152 Commercial Ticket Vendor Billing Program Debit Invoice Excel Upload FTP File Upload Matched Invoices Load and Process Unmatched Invoices Block Pymt Post Invoice Unblock and Pay the Invoice Manual Update of Trip or Index Number and Repost

153 Commercial Ticket Vendor Billing Program-Credit Invoice Excel Upload FTP File Upload Load and Process Process Refund Unmatched Invoices Block Pymt Post Invoice Unblock Liquidate Autoclear for Exact Match Manual Clear Mismatch TVRQ Approval Manual Update of Trip or Index Number and Repost

154 ZTV_TICKET_LIQUIDAT 1. Enter ZTV_TICKET_LIQUIDAT and click Enter 2. The Travel Ticket Related Commitment Liquidation screen is displayed 157

155 ZTV_TICKET_LIQUIDAT 1. Enter the parameters for the Vendor, Travel End Date Range, and Travel Processing Office Vendor, Travel End Date 2. The Travel Agent clearing account defaults 3. Click Execute 158

156 ZTV_TICKET_LIQUIDAT The Travel Ticket Related Commitment Liquidation output displays the following columns: Select Check Box Trip Number Personnel Number Cost Center Amount posted from the Travel Request Amount posted from the commercial invoices The difference between the amount posted from the Travel Request and the commercial invoice The Expense Report submission status 159

157 ZTV_TICKET_LIQUIDAT The Travel Ticket Related Commitment Liquidation output is displayed below 160

158 ZTV_TICKET_LIQUIDAT 1. Chose a trip by clicking the Select checkbox 2. Click the Process commit. Adjustment button 3. The message Trip XXXXXXXXX liquidation done will be displayed and the Difference will be liquidated 4. In the example below we used trip

159 ZTV_TICKET_PROCESSED 1. Enter ZTV_TICKET_PROCESSED and click Enter 2. The Processed Invoices from Ticket billing and Reconciliation solution screen is displayed 3. This report will show paid invoices 162

160 ZTV_TICKET_PROCESSED This report is used identify individual or multiple invoices The report will only display paid invoices The mandatory input parameters are Invoice Date or the Document Date and Travel Processing Office Click Execute 163

161 ZTV_TICKET_PROCESSED The record displayed is split into two screenshots to provide a complete picture of the processed invoices 164

162 Umoja Travel and UNDP Process The Umoja Travel Solution will provide functionality to use UNDP as a Pay Agent for disbursement of Travel Advances, Ticket Costs and Travel Claims The Travel and Shipment Approver (TSA) will be responsible for selecting the UNDP payment options for Travel Advances and ticket costs When UNDP bills the UN for ticket related charges and if the amounts are not an exact match the Travel Unit will have to amend the ticket costs to a higher or lower amount to enable the payment and reconciliation of the UNDP Invoice 165

163 Umoja Travel and UNDP Process When UNDP bills the UN for the Travel Advances and the amounts are not an exact match, the Travel Claims Processor will have to amend the Travel Advances to a higher or lower amount to enable the payment and reconciliation of the UNDP invoice. When UNDP bills the UN for Travel Claim payments and the amounts are not an exact match to the authorized entitlement, the Travel Claims Processor will have to make the adjustment to enable the payment and reconciliation of the UNDP invoice. 166

164 Learning Checkpoint 6 1. What are the components required for the Ticket Billing Solution in Umoja? A. File Upload B. Member State C. Ticket Billing Portal D. Matching View E. Event Id 167

165 Learning Checkpoint 6 1. What are the components required for the Ticket Billing Solution in Umoja? A. File Upload B. Member State C. Ticket Billing Portal D. Matching View E. Event Id Options A, C and D are the correct answers. Those are the three components required for the Ticket Billing Solution. 168

166 Learning Checkpoint 6 1. What are the three criteria necessary to match a debit invoice for a ticket in the Commercial Ticket Vendor Billing Program? A. Trip Number B. Travel Activity C. Billed Ticket Amount D. Personnel Number E. Event Id F. Commercial Vendor 169

167 Learning Checkpoint 6 1. What are the three criteria necessary to match a debit invoice for a ticket in the Commercial Ticket Vendor Billing Program? A. Trip Number B. Travel Activity C. Billed Ticket Amount D. Personnel Number E. Event Id F. Commercial Vendor Options A, C and D are the correct answers. For invoices received with corresponding trips, the three matching criteria are Trip Number, Personnel Number and Billed Ticket Amount 170

168 Learning Checkpoint 6 1. Which Tab on the Travel Ticket Matching Desk has a view of all of the invoices? A. All Pend Invoices B. Travel View C. Invoices View D. Matched E. Unmatched F. Partially Processed 171

169 Learning Checkpoint 6 1. Which Tab on the Travel Ticket Matching Desk has a view of all of the invoices? A. All Pend Invoices B. Travel View C. Invoices View D. Matched E. Unmatched F. Partially Processed Only option A is the correct answer. All Pend Invoices contains all of the invoices in the Travel Ticket Matching Desk. 172

170 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments 173

171 Settlement of Ticket Invoices to Third Parties The Umoja process to settle ticket invoices to Third Parties involves use of both ESS and ECC This process includes reimbursements to Member States for ticket expenses related to the official travel of delegates The Travel Requests must be created for the Travellers, through Umoja ESS indicating that the Member State will provide the ticket. The Member State information must be selected in the Additional Data page of the Umoja ESS and as a service provider in the estimated cost grid. The Member State will be paid using FV60 174

172 Payment of Ticket Expenses to Member States : Process Steps Member State Ticket Reimbursements In Umoja ESS Select the radio button for Member State on the Additional Data page 175

173 Payment of Ticket Expenses to Member States Select the Member State on the Services Provider drop-down in the Estimated costs grid. After completion of the trip create a payment to the Member State using FV60 176

174 Payment to Member State Posting Schema Trip Approval Debit Credit TI Document Expense Ticket Clearing Account (GL ) Payment to Member State FV 60 KH Document Debit Credit Ticket Clearing Account (GL ) Vendor Account (GL ) Treasury Debit Credit KZ Document Vendor Account (GL ) Bank (Based on the payment method) 177

175 Conference Paymaster The Umoja process used to make payments to a Conference Paymaster and settlement disbursements to participants involves use of both ESS and ECC Travel Requests must be created for each of the Travellers, through Umoja ESS indicating the Event ID of the conference in the General Data screen of the portal. 178

176 Conference Paymaster The Conference Paymaster receives the advance as a down payment through the creation of F-47. F-47 generates a Noted Item and the document must contain the Event ID in the Reference field, Conference Paymaster in the Doc.Header Text field, and K in the Trg.sp.G/L ind. field 179

177 Conference Paymaster An Expense Report must be created for each Traveller. The Conference Paymaster payment option and the Event must be indicated on the General Data screen. The posting generates Payment Method D and the Event ID in the Ref. Key 2 field of the header 180

178 Conference Paymaster F-54 is created for the Reclassification of the postings to the vendor account and the down payment advance account. Only the amount expended should be reclassified. The reclassified amount can be modified The Event ID must be inserted in the Text field 181

179 Conference Paymaster FV60 is created to finalize the process. It involves each expense report linked by the Event ID. The Assignment field must be populated with number from the Assignment field F-47 document which is usually 35XXXXXXXXXXXYYYY for example

180 Conference Paymaster Posting Schema Process Doc Type Posting Remarks F-47 KA Credit Down payment Noted Item Treasury KZ Debit Credit Expense Report TI Debit Credit Treasury KY Debit Credit F-54 KA Debit Credit FV60 KH Debit Credit XXXXXX 72XXXXXX Advance - SPGL K Payment Method D Event ID indicated in the Ref. Key 2 field of the header Credit BP of the Paymaster Reclassification of Posting Limited to the amount expended The Assignment field from F54 must be inserted The Event ID must be indicated 183

181 Activity 8 Transaction Name: AP_F-47 Scenario: Down payment Link to the uperform simulation: ?mode=EU 184

182 Learning Checkpoint 4 1. The Event Id is only selected during the creation of the Travel Requests and Expense Reports. A. TRUE B. FALSE 185

183 Learning Checkpoint 4 1. The Event Id is only selected during the creation of Travel Requests and Expense Reports. A. TRUE B. FALSE Option B is the correct answer. The Event Id is selected in the Travel Portal (ESS) during the creation of the Travel Requests and Expense Reports as well as in ECC for the F-47, F-54 and FV

184 Agenda Course Introduction Module 1: Travel Request Process Module 2: Travel Advances Module 3: Travel Claims Module 4: UNDP Travel Module 5: Financial Transactions Module 6: Monitoring FI Postings Module 7: Travel and Payroll Integration Module 8: Tickets Module 9: Special Payments Module 10: Course Survey 187