Travel Portal User Guide: Traveller. A guide for RMIT Travellers applying for their own travel approval

Transcription

1 Travel Portal User Guide: Traveller A guide for RMIT Travellers applying for their own travel approval

2 Contents Overview 2 Plan 3 Before you Go 4 Get a Quote 5 Travel Risks and Visas 6 Approval 7 Create a requisition 8 Log into Travel Portal 9 Turning off Pop-Up Blocker 10 Portal Home Screen 11 International/Domestic Requisition 12 Traveller Details Screen 13 Navigating in the Travel Portal 14 Attach quote & documents 15 Purpose of Travel Screen 16 Attach Quote & Supporting Documents 17 Fill-in Flight and Cost Estimates 18 Flights Screen 19 High Risk Assessment Rating 20 Skip Accommodation & Car Hire 21 Cost Estimates Screen 22 Cost Estimates Definitions 23 Per Diem Calculator 24 Submit for Approval 25 Confirmation Screen 26 Approval Workflow 27 Hints & Tips 28 Book 29 Forward Approved to Consultant 30 Approved but can t find ? 31 1

3 Overview 1. Plan Get a Quote through a RMIT preferred travel management company and Research travel risks & visa requirements. 2. Approval 3. Book Create a requisition in the RMIT Travel Portal (RTP) and submit for approval. Forward approval to your Travel Consultant, finalising your itinerary and obtaining a final e-ticket. 2

4 Plan Research Your Trip & Get Advice Before you Go Get a Quote Travel Risks and Visas 1 3

5 Plan: Before you Go Before you apply for travel approval APPROVAL Discuss your potential travel with your supervisor. Establish if you need to arrange an out-of-office plan to ensure your absence will not impact your department Check IO/Cost Centres to ensure you have enough to cover your travel costs Taking private travel days while away? Make sure you apply for leave through ESS Check with International SOS the status of your destination country for any travel risk warnings & recommendations Check the validity of your passport and visa requirements for your destination/s if you are travelling overseas Read the RMIT Travel Policy RISK & INSURANCES Read the RMIT Corporate Travel Insurance Overview Go to the International SOS website and print the RMIT membership card Download the International SOS App to your smart phone to access instant travel warnings, updates and country information FIT TO TRAVEL Complete vaccinations for your destination/s. Unsure what is required? Contact International SOS Have clearance to travel from your GP if you have pre-existing health conditions 4

6 Plan: Get a Quote Contact an approved RMIT Travel Management Company (TMC) CT Connections P / E academia@ctconnections.com.au W ATPI Voyager P (toll free) E au.rmit@atpi.com W Reho Travel (Study Tours) P (03) E studytours@reho.com W The university travel policy requires all travellers funded by RMIT to book via the approved travel management companies to ensure duty of care requirements are met. For more information: 5

7 Plan: Travel Risks and Visas All RMIT travellers have 24/7 access to the International SOS Global Assistance Program for travel advice and assistance. Reach out to International SOS if you need a routine referral, lose your medication, or have a medical or security crisis. BEFORE YOU LEAVE - Access pre-travel information including vaccinations, real-time information on country guides, online medical and security reports - Download the International SOS App through your App or Play Store by searching International SOS DURING TRAVEL - Seek health, safety and security advice - Need to speak with an experienced, Western-trained doctor or security specialist - Need a local doctor or medical attention including supplies of medical equipment - Need travel advice on loss of travel documents or legal assistance Your International SOS RMIT membership number is 12ACPA For more information please visit 6

8 Approval Create & Submit Your Requisition Through the Travel Portal Create a requisition Attach quote & documents Fill in flight & cost estimates Submit for approval 2 7

9 Approval: Create a Requisition Each traveller must be on a separate requisition number in order to be properly covered by the RMIT business insurance. Only staff members with valid e-numbers are able to access the Travel Portal. Helpful Topics: Logging into Travel Portal Turning off your browser pop-up blocker Portal Home Screen International/Domestic Requisition Traveller Details Screen Navigating in the Travel Portal 8

10 Approval Create a Requisition Logging into the Travel Portal Head to: Click on this button, located on the right side of the screen You will be prompted to login on this screen. Only staff with a valid e-number can access the travel portal. 9

11 Approval Create a Requisition Turning off your Pop-Up Blocker The RMIT Travel Portal (RTP) requires your browser Pop-Up Blocker to be disabled in order to function properly. To turn off pop-up blockers, please refer to this How to Disable your Browser s Pop-Up Blockers guide Google Chrome 1. In the address bar, click Popup blocked 2. Click the link for the pop-up window you'd like to see. 3. To always see pop-ups for the site, select Always allow pop-ups from [site] Done. Windows Internet Explorer 1. Open Internet Explorer, select the Tools button and then select Internet options. 2. On the Privacy tab, under Popup Blocker, clear the Turn on Pop-up Blocker check box, and then select OK Mozilla Firefox 1. When blocking a pop-up, an information bar is display at the top of the screen. 2. Click on Options and select Allow pop-ups for this site. 10

12 Approval Create a Requisition Portal Home Screen This screen is your portal home page. You can find a list of all travel requisitions you have created or have been created on your behalf. Trips you have created for your own travel arrangements Did you know? If an approver requests for more information, you can input it into your current requisition using the more information icon. Trips you have created for others (Travel Arrangers Only) See which approver your requisition is currently sitting with Status of your Requisition. New when it has not been submitted for approval yet (or un-submitted for amendments). Icons: Travel Diary More Information Access the requisition 11

13 Approval Create a Requisition Domestic / International Your requisition type will always appear on the top left of your requisition. On the home screen: Domestic Requisition Click Full Request on the drop down menu International Requisition Click Complex Request on the drop down menu 12

14 Approval Create a Requisition Traveller Detail Screen Blue box will highlight what screen you are currently on DO NOT change the address as any override made will corrupt the requisition! Only for secondary externally-funded travellers eg. Spouse and/or child Requisition number generated once Create Requisition is clicked! Important You must open individual requisition numbers for each RMIT traveller, even if travelling together. 13

15 Approval Create a Requisition Navigating through the Portal Click to go to your Portal Home page at any time Jump back into a created requisition, click the blue aeroplane icon located on your Portal Home screen. Tool bar to indicate what page of the requisition you are currently on. Page is highlighted in blue box Icons: trip to traveller Cancel the requisition completely Cancel, but requisition will remain on Portal Home View Approval Workflow and approval audit trail Print trip plan Save Requisition Attach files to requisition 14

16 Approval: Attach Quote & Documents Attach any travel cost estimates (quote) from your preferred RMIT travel agent, along with any supporting documentation for your trip. Use the free text field to inform your approver of documents attached and where you have obtained cost estimates from. Helpful Topics: Purpose of Travel Screen Attach Quote & Supporting Documentation 15

17 Approval Attach Quotes & Documents Purpose of Travel Screen Fill in your travel reason and specify any private days planned during your itinerary. Attach any supporting documentation to assist your approver. Select your Trip Reason Specify any private travel days and complete your leave form in ESS. 16

18 Approval Travel documents Attach Quote & Supporting Docs Use the paperclip icon to attach quote for your travel arrangements and any other supporting documents.! Important Turn off your browser pop-up blocker to avoid system errors Use free text box to list attached documents or any further information to support your travel request 17

19 Approval: Fill-In Flight & Cost Estimates The Flights screen is essentially your trip plan and allows your approvers to view which destinations you are travelling to. This screen will also detect if travel is going to high risk destinations. The Cost Estimates screen is where you input your budget against relevant internal order numbers. This is also where you fill in your own per diem claim. Helpful Topics: Flights Screen High Risk Assessment Form Skip Accommodation & Car Hire Details Screen Cost Estimates Screens Per Diem Calculator 18

20 Approval Flights & Cost Estimates Flights Screen This is a trip plan to notify your approvers of destinations that you will be travelling to. Destinations in transit are not required to be entered in the flights section as this information will be included on the itinerary you will attach to your requisition Risk rating will appear once you enter destinations. Risk ratings are refreshed daily and are inputted from International SOS. Use Flight Comments box to state how you sourced your cost estimate and itinerary. NOTE: For travel where you are not flying, still complete the Flight From and Flight To fields and enter your comments. Eg. Driving to destination 19

21 High Risk Assessment Form If the country you are proposing travel to is deemed to be a high or extreme risk destination you ll need to complete a High Risk Travel Assessment Form prior to submitting your travel request. This is easily identified and accessible by the symbol located within your travel request. Tick correct box that relates to your travel plans! Column 1: Enter in identified risk in the country you are travelling to. Column 2: Enter in what preventative measures you will be taking to avoid the identified risks Important This form must be completed saved and closed before submitting your request for approval Travel Portal User Guide: Traveller 20

22 Approval Flights & Cost Estimates Accommodation & Car Hire Screen Contact your consultant at a RMIT preferred travel agency to book your accommodation requirements. SKIP: Attach Relevant Documentation Attach supporting documentation via the paper clip in the requisition. Travel Portal User Guide:: Traveller 21

23 Approval Selecting Internal Order (IO) Numbers Contact your finance officer if your are unsure what internal order number you need to use Flights & Cost Estimates Cost Estimates Screen Select your IO number: To add an IO number, select the magnifying glass icon to bring up a search box. Click on the blue link to Add to Favourites.! Important You must place a value against any line where you have selected an IO Number and vice versa or you will not be able to proceed past this screen. If no value is required leave line item blank Choose internal order numbers saved to your favourites by using the white arrow boxes Choose alternative Travel Expense Category (great for splitting costs across different IOs) by using the white arrow boxes 22

24 Approval: Fill-In Flight and Cost Estimates Cost Estimates Screen - Definitions A B C D A Internal Order Number > Not Required Allocation of Not Required is used for external or self funded travel. B Uni. Funded Selected if RMIT are paying for the travel or an external company pays money into an RMIT IO & WBS Account, and RMIT is billed by the travel agent. C Externally Funded External company arranges all travel requirements and payments. D Self Funded Traveller pays for their own travel without seeking reimbursement from RMIT. 23

25 Approval Flights & Cost Estimates Per Diem Calculator The Flights Screen of the requisition must be completed to obtain the allowance calculation Only one Internal Order Number can be used towards your per diem payment It is at the discretion of the individual departments to determine whether or not a travel allowance will be paid, or whether the full amount calculated will be paid. On the Cost Estimates Screen: Remember to match your Per Diem amount to an IO Number! Bring up the Per Diem Calculator by clicking the green circle icon This must be reviewed with your supervisor or relevant department manager prior to completing the calculator. Click Post Claim to Requisition once you are happy with your entry. 24

26 Approval: Submit for Approval The Confirmation screen consists a list of Terms & Conditions. It is a requirement for you to accept these policy conditions prior to submitting your requisition. Approval of your requisition is based on financial delegation. You can track your travel requisition s workflow and view its status at anytime. Helpful Topics: Confirmation Screen Approval Workflow Hints and Tips 25

27 Approval Submit for Approval Confirmation Screen Tick all the terms & conditions boxes and click Accept Policy Conditions Select appropriate Level 1 Approver from the drop down menu on Confirmation Screen Submit for Approval NOTE: If your Level 1 approver is not listed, please contact travel@rmit.edu.au 26

28 Approval Submit for Approval Approval Workflow Travel requisitions will now follow financial delegation along the travellers approval line. This means that requisitions will be approved based on value. Please note that requisitions: Created by travel arrangers will still require traveller terms & conditions acceptance (via current arrangement) Will still flow through your financial officers for budgetary checks That fall in the High/Extreme" risk category will escalate to COO for review and final approval To view the approval workflow at any time click the man woman icon located within the requisition You can also track where your requisition is sitting on your Portal Home Screen. Should the approval workflow be incorrect, to investigate contact: 27

29 Approval Submit for Approval Hints & Tips My approver has not received my requisition. If your requisition has been submitted but your approver has not received notification to review and/or action, it could be: With your finance manager for their approval (this appears as Level 0 (GRP) [finance group] in the approval workflow audit trail) With an incorrect approver You can access the approval workflow audit trail by going into your requisition via the icon and clicking the icon. How do I amend a requisition once it s been submitted? A submitted requisition is greyed out and locked for editing. To amend a submitted requisition: 1. Log onto the RTP and click the icon on your Portal Home screen 2. Go to the Confirmation tab 3. At the bottom of this screen, you will see an Unsubmit Approval button. Click to Unsubmit. 4. This will bring you back to your Portal Home screen, where you can now access your editable requisition via the icon again. Once you are done with your edits, simply go back to the Confirmation tab and Submit for Approval. Your requisition will then re-enter your approval workflow from level 0. 28

30 Book Requisition Approved? Proceed to Book Your Travel Forward Approved to your consultant Approved but can t find ? 3 29

31 Book Confirm your travel Forward Approved to your Agent and Receive Final E-Ticket IN YOUR INBOX: Forward the final approval (marked Travel Approved ) to your travel consultant to get your ticket issued. Your travel agent will then issue your final e- ticket and confirm any accommodation reservations for you. ESSENTIALS CHECK LIST Is your name on your travel documentation as per your passport including middle names? Have you provided your travel consultant with a: Valid & accurate address Valid & accurate destination phone number Dietary requirements (if applicable) Seating requests Airline and hotel membership numbers Does your passport validity cover your destination/s requirements? Do you have the appropriate visas? Have you gotten the appropriate vaccinations for your destination/s? Have you read the RMIT Corporate Travel Insurance Overview? 30

32 Book Approved but can t find ? On the Portal Home Screen: Print out our requisition, save as a PDF and to your travel consultant Jump back into your travel requisition by clicking the blue aeroplane On the Requisition Screen: Click the Printer icon Press Control +P on your keyboard to bring up your print dialog box. Select your PDF writer and save the file to your desktop. You can now attach this file to your to send to your travel consultant. 31