Job Aid. ESS - Create Entitlement Travel (Lump Sum Option)

Size: px

Start display at page:

Download "Job Aid. ESS - Create Entitlement Travel (Lump Sum Option)"

Andrew Rodgers
5 years ago
Views:

1 ESS - Create Entitlement Travel (Lump Sum Option)

2 Table of Contents Overview... 3 Objetives... 3 Enterprise Roles... 3 Create an Entitlement Travel Request with Lump Sum option... 4 General Data Page... 7 Additional Data Page Review and Send Page General Overview on the Subsequent Approval Proess Find Status of Existing Travel Request Amending or Deleting a Travel Request Deleting a Travel Request Amending a Travel Request Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 2/28

3 Overview This Job douments staff member s Self-Servie reation of an Entitlement Travel Request with Lump Sum option. This also applies to Travel Administrator s reation of Entitlement Travel Requests with Lump Sum on behalf of staff members who do not have aess to Umoja. NOTES: Eah staff member is responsible for requesting the appropriate absene type through the HR Portal in Umoja, where appliable. The Staff Member must also obtain approval from his/her supervisor to undertake the trip prior to raising a Travel Request in Umoja Objetives This Job will walk the staff member or Travel Administrator through the proess of reating an Entitlement Travel Request with Lump Sum option. Please note that this Job is a ondensed version of the steps needed to perform this ativity. A omplete end-to-end version of the proess an be viewed here: To Create an Entitlement Travel Request (Lump Sum Option) Note: The above link will lead you to simulation, interative reording of the Umoja system used to help failitate a hands-on learning experiene. Users an aess simulations in three different modes: Show me: Users view a video of an entire transation being onduted Let s do it together: Users will be prompted to input data at key points during the transation (reommended) Try it: Users an omplete an entire transation on their own, with no additional instrutions provided Enterprise Roles Employee Self-Servie (available to those staff members with aess to Umoja, otherwise a Travel Administrator has the rights to reate Entitlement Travel Requests on staff member s behalf) Please ontat your administrative foal point if you are unsure who is performing this role in your Offie. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 3/28

Clik the Employee Self-Servie SM tab at the top of the sreen 3.

4 Create an Entitlement Travel Request with Lump Sum option 1. Log into Employee Self-Servie Portal. 2. Clik the Employee Self-Servie SM tab at the top of the sreen 3. Clik Create Entitlement Travel hyperlink Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 4/28

Note: It is the Traveller's responsibility to ensure that these onditions are met prior to reating any Travel

5 4. On the Important Information page, aknowledge that you have read and ompleted all the neessary Travel Initiation Pre-requisites. Note: It is the Traveller's responsibility to ensure that these onditions are met prior to reating any Travel Request. 5. Clik on Start Form button. 6. Selet Travel Category and Travel Type (for this Job we will use Home Leave as an example) Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 5/28

Clik on Overview to go to the next page. 9.

6 7. Selet Request for Lump Sum Calulation or UN purhased tiket The default for an Entitlement Travel is the Request for Lump Sum Calulation option. Otherwise, selet the option UN purhased tiket. 8. Clik on Overview to go to the next page. 9. Aknowledge that you have read and understood the travel poliies and lik on General Data to go to the next page. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 6/28

7 General Data Page Fill in all the details related to the trip (i.e. is staff member travelling alone or with family, how many persons, et.) and the approved itinerary. 10. Clik the Traveler Type drop-down and selet Staff and Family from the drop-down menu. There are four (4) traveller types to hoose from: Staff Staff and Family Family Member(s) only Non-Staff Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 7/28

8 11. As required, omplete/review the Number of Travellers field 12. Selet the Journey Type from the drop-down menu. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 8/28

13. Enter Travel Purpose Mandatory field. This is a short free text desription of the purpose of the travel and maybe the referene to an authorizing doument e.g. invitation letter.

9 13. Enter Travel Purpose Mandatory field. This is a short free text desription of the purpose of the travel and maybe the referene to an authorizing doument e.g. invitation letter. If additional spae is required please ontinue to write in the Speial Instrutions Field below. This field remembers previous entries, hene for future trips you may selet the purpose from the memory by liking the box on the right. Enter Comments/Speial Instrutions (if appliable), as shown below: NOTE: If alternate loation for Home Leave has been approved on an exeptional basis, it must be indiated in the Speial Instrutions AND in the requested itinerary in Personal Deviation page. NOTE: In ase that the traveller has speifi time onstraints that are to be onsidered, s/he must enter a omment larifying this situation. For example, a staff member an only depart after lose of business as s/he is required to attend a full day meeting the day of departure. The Travel & Shipment Approver will evaluate the validity of the request (as the request may inrease tiket ost to the Organization), and, if approved by the Travel & Shipment Approver, the Travel Proessing Offie will issue a tiket in line with the staff member s request. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 9/28

10 14. As required, omplete the Authorized Travel Destination. For example: Selet LA PAZ,L,BOLIVIA from the drop-down. 15. As required, omplete the Departure Date: The Departure Date is the date the Traveller will atually leave for his/her Entitlement Travel. NOTE: Traveller must only enter the Departure Time if s/he will not be able to departure after a speifi time. For example, if s/he is planning to departure after a full day s work. NOTE: In the event the UN purhased tiket option is seleted, the itinerary an no longer be modified by the traveller one submitted Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 10/28

16. Selet the Departure City For Example: New York, NY, USA

Enter Arrival Date NOTE: Traveller only must enter the

11 16. Selet the Departure City For Example: New York, NY, USA 17. Clik the Mode of Travel drop-down menu. 18. Enter Arrival Date NOTE: Traveller only must enter the Departure Time if s/he will not be able to departure after a speifi time 19. Clik the Appliable Subsistene drop-down menu Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 11/28

12 NOTE: If you press the Enter key after entering the Arrival City/Country the Subsistene Country field populates automatially 20. Selet 2 DSA/MSA Not Payable from the drop-down menu. NOTE: DSA is not appliable for a Home Leave. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 12/28

Selet 2 DSA/MSA Not Payable from the drop-down menu. 23.

13 21. Clik on Add New Itinerary button and enter the Departure City/Country, Mode of travel, Arrival Date/Time in the new line. 22. Selet 2 DSA/MSA Not Payable from the drop-down menu. 23. If you are travelling with a family member, lik on the Add Travellers button. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 13/28

They will appear in the drop-down menu under Add Travellers.

14 24. Selet the appliable names from the drop-down menu. Example: HONG Joanne Yelim NOTE: The approved family members will already be in the system. They will appear in the drop-down menu under Add Travellers. You an lik the Copy Above Itinerary button to automatially opy your previously entered itinerary for the new traveller(s). 25. Clik the Copy Above Itinerary button Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 14/28

Selet the names you wish to delete from the drop-down menu loated to the right from the Delete Travellers button and press the Delete Travellers button 28.

15 26. Original itinerary line(s) is now opied for the additional traveller(s). 27. For additional travellers, lik the Add Travellers button again and repeat the steps NOTE: You may also delete travellers. Selet the names you wish to delete from the drop-down menu loated to the right from the Delete Travellers button and press the Delete Travellers button 28. Clik the Save Draft button after adding all additional travelers and their itineraries. 29. One all Family Members have been added and their itineraries populated, lik the Additional Data button. NOTE: If you need to add any attahments, you must first save a draft of the Travel Request. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 15/28

Additional Data Page 30. On the Addition Data sreen, hoose Yes for Travel Advane Requested to allow Umoja to provide a method of payment for your Home Leave Lump Sum. 31.

16 Additional Data Page 30. On the Addition Data sreen, hoose Yes for Travel Advane Requested to allow Umoja to provide a method of payment for your Home Leave Lump Sum. 31. For the Advane Payment Mode selet between EFT (Eletroni Funds Transfer) or Other (indiate UNDP, Cheque or Cash in Remarks). In this example, selet EFT. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 16/28

32. Clik on Bank Aount Seletion drop-down menu. 33.

The Travel Proessing Offie field will be defaulted by the system.

No amount should be entered in the Estimated Costs field.

17 32. Clik on Bank Aount Seletion drop-down menu. 33. Selet the appropriate Bank Aount from the list. 34. The Travel Proessing Offie field will be defaulted by the system. However, it an be hanged through the drop-down menu. 35. No amount should be entered in the Estimated Costs field. The system will automatially populate the payment authorized by TPO one the Lump Sum is aepted by the traveller. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 17/28

Clik Yes or No for voluntary downgrade, as appliable.. 38.

18 36. The Cost Assignment field defaults to a speifi Cost Center based on the Organizational Struture Assignment. However, it an be modified if travel osts should be harged to a different Cost Objet, if instruted to do so. 37. Clik Yes or No for voluntary downgrade, as appliable Selet Yes or No, as appliable, if higher standard of aommodation has been approved. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 18/28

Clik No if no additional leave was taken in onjuntion with

19 39. Selet No if no other trips paid by the UN were undertaken in onjuntion with this travel. 40. Clik No if no additional leave was taken in onjuntion with this travel. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 19/28

41. Answer Yes or No, as appliable, for the

20 41. Answer Yes or No, as appliable, for the remaining questions. 42. Complete Justifiation if Travel Request is submitted less than 21 alendar days prior to departure date. 43. Clik Personal Deviation button to go to the next page. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 20/28

44. On the Personal Deviation page, lik Yes or No to indiate

For the purpose of this exerise, selet Yes and omplete the

Example: New York / Buenos Aires / New York (alternate plae

21 44. On the Personal Deviation page, lik Yes or No to indiate if a personal deviation is requested. 45. For the purpose of this exerise, selet Yes and omplete the Deviation Waiver. Example: New York / Buenos Aires / New York (alternate plae of Home Leave instead of La Paz as approved by HR) Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 21/28

22 46. Chek the box to agree to the Terms and Conditions 47. Clik on Review and Send to proeed to the next page Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 22/28

Review and Send Page On this page you have

Selet the Save and Send for Approval radio

23 Review and Send Page On this page you have a hane to review all your data, make sure it is orret or go bak and hange it as needed. 48. Selet the Save and Send for Approval radio button. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 23/28

Furthermore, travelers are advised to hek with the nearest UN Medial Offie whether medial learane is required for the destination.

24 49. Clik on the Save and Send for Approval button loated on the bottom of the page. 50. The final sreen should look similar to the sreenshot below. NOTE: Seurity Clearane must be obtained through TRIP ( prior to departure. Furthermore, travelers are advised to hek with the nearest UN Medial Offie whether medial learane is required for the destination. NOTE: Please submit an Expense Report upon return from travel that is linked to this travel request. Do NOT submit a stand alone Expense Report for a trip with an approved travel request. Failure to submit an Expense Report within 14 alendar days of return will result in the automati reovery of any travel advane given. In addition, traveler will not be able to submit additional Expense Reports until the original Expense Report is submitted. Please refer to the speifi Job entitled ESS Create Expense Report for further details. TIP: It is reommended that upon submission of the Travel Request, the traveller heks the status of the doument in the Traveller Work Center at regular intervals e.g. daily. as will be shown below. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 24/28

25 General Overview on the Subsequent Approval Proess One submitted, the Entitlement Travel Request is routed to the HR Partner, who reviews and approves staff member s eligibility, followed by the Travel and Shipment Approver (TSA) who ertifies the Travel Request. Then, the Travel Request is routed to the Travel Proessing Offier. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 25/28

Find Status of Existing Travel Request With Umoja, the Traveller will be able to see the Status of his/her Travel Requests and the Reommended Ations at any time on the Employee Self-Servie (ESS)

26 Find Status of Existing Travel Request With Umoja, the Traveller will be able to see the Status of his/her Travel Requests and the Reommended Ations at any time on the Employee Self-Servie (ESS) front Sreen under Traveler Work Center. It will not be neessary to ontat an approver to obtain this information anymore. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 26/28

Deleting a Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL Before the request has been submitted for approval, it an be deleted by following these steps: 1.

27 Amending or Deleting a Travel Request You an hange or anel a Travel Request in a similar way to the one desribed above. The options of hanging and deleting are also on the Employee Self-Servie front sreen under Traveler Work Center. Deleting a Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL Before the request has been submitted for approval, it an be deleted by following these steps: 1. Identify your Travel Request under the All my Trips tab (or in the speifi tab). 2. If deletion is required, lik on Delete and follow the subsequent steps. AFTER THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL OR HAS BEEN APPROVED One the request has been submitted for approval, the request an be anelled by following the steps below: 1. Go to Employee Self Servie (ESS) Traveler Work Center 2. Find and highlight the Travel Request you wish to anel in All My Trips tab 3. Clik on Request Canellation Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 27/28

NOTE: You an also request the Change from the partiular tab (Entitlement Travel for this example).

28 Amending a Travel Request BEFORE THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL 1. Go to Employee Self Servie (ESS) Traveller Work Center. 2. Under All My Trips field, find and highlight the request you wish to amend. 3. Clik on Change to amend the request. NOTE: You an also request the Change from the partiular tab (Entitlement Travel for this example). In this ase, the Change button will be at the bottom of the page, as shown below: AFTER THE REQUEST HAS BEEN SUBMITTED FOR APPROVAL OR HAS BEEN APPROVED One the request has been sent for approval or has been ertified and approved, a staff member or a Travel Administrator will have to ontat the HR Partner (by phone or , but outside Umoja) to amend the request or return to the staff member to apply any hanges. Umoja Training ESS- Create Entitlement Travel Request (Lump Sum option) 28/28

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

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