TV155 Umoja Travel Overview. Umoja Travel Overview Version 3 Last Modified: 27-Sep-15 Copyright United Nations 1
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1 TV155 Umoja Travel Overview Umoja Travel Overview Version 3 Last Modified: 27-Sep-15 Copyright United Nations 1
2 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment Copyright United Nations 2
3 Course Overview The purpose of the TV155 Umoja Travel Overview course is to explain the impacts of Umoja in Travel Management and give the participant a high level view of the end-to-end Travel Management process. Prerequisite Review You should have completed the following prerequisite courses: 101 Umoja Overview 102 Umoja Master Data & Coding Block Overview Course Duration: 1 hours Copyright United Nations 3
4 Course Objectives After completing this course, you will be able to: Explain organizational impacts of Umoja in Travel Management Describe the high level end-to-end Travel Management process Copyright United Nations 4
5 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment Copyright United Nations 5
6 Module 1 Objectives After completing this module, you will be able to: Explain Travel Management process Describe the impact of Umoja in Travel Management process List the roles and responsibilities in Travel Management Identify key benefits and changes Copyright United Nations 6 yright United Nations
7 Key Terminology Key Term ESS MSS Workflow Description 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 role can access to information and perform routine tasks that will automatically trigger actions into the back-end system or send notifications. This is a 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. Copyright United Nations 7
8 Key Terminology Key Term Travel Request Lump Sum Expense Report Description It is the main form that the Traveller will use to submit their travel request for onward review and approval (Trip DSS). It is a single payment of money to the traveller which they will use to cover travel expenditures in lieu of the UN obligation to pay and process commercial ticket, subsistence allowance, etc.. It is the main form that will be used by the Traveller to submit a request for reimbursement of travel expenditures incurred upon completion of travel associated to a travel authorization. Copyright United Nations 8
9 Travel Management Process The high-level process for creating a Travel Request in Umoja are below. Traveller Automatic Travel and Shipment Approver Automatic Completes a Travel Request in the Umoja ESS Portal System triggers request for medical, security clearance (if required) and checks for sufficient funds* Approves, rejects or returns the request for revision System checks for sufficient funds Travel Processing Officer Automatic Automatic Approves, rejects or returns the request for revision System checks for sufficient funds Travel Advance is disbursed *Unlike with other funds sufficiency checks, this check will enforce a soft stop. The Traveller will receive a warning but will still be able to submit the request Copyright United Nations 9
10 Travel Management Process Traveller Completes a Travel Request in the Umoja ESS Portal The Traveller logs into Employee Self Service in the Umoja Portal to access the Travel Module. The Traveller then initiates the request by selecting the required category of travel from the quick links available and continues to input required data in every page of the request. This includes reading and acknowledging important information and a summary of policy governing the selected type of travel, entering general and additional data, adding personal deviations (if any) and submitting the request for approval. Copyright United Nations 1 0
11 Travel Management Process System triggers request for medical and/or security clearance (if required) and checks for sufficient funds Copyright United Nations 10
12 Travel Management Process System triggers request for medical, security clearance (if required) and checks for sufficient funds Triggers are put in place to remind the Traveller of certain pre-requisites when traveling for the UN. It is the Traveller's responsibility to read, understand and comply with all requirements. The system: prompts for mandatory justification on requests submitted less than 21 calendar days prior to the trip start date. Travellers must enter the justification in a designated box and can attach documents supporting the justification. The justification is subject to review and approval by the Travel and Shipment Approver (Certifying Officer) requires the Traveller to acknowledge his/her responsibilities and liabilities by agreeing to a waiver built into the process, if a deviation for personal preference or convenience is requested automatically checks funds availability. If funds are not available, system generates a warning message for Traveller (though this will not stop the process from continuing) triggers medical clearance requests (depending on the travel type and destination). The Traveller is responsible for obtaining his/her medical clearance triggers a request for security clearance. The Traveller is still required to log into the DSS website/trip and finalize the submission of the request. The Traveller is responsible for obtaining his/her security clearance Copyright United Nations 12
13 Travel Management Process Travel and Shipment Approver Approves, rejects or returns the request for revision The Travel and Shipment Approver (Certifying Officer) is responsible for reviewing the information entered by the Traveller, verifying the accuracy of travel advance and modifying (if required) the Cost Center details before certifying the Travel Request. It is mandatory to enter a reason for returning or rejecting a Travel Request. Note: For HR and Entitlement Travel, the request will be routed to an HR Partner for review/approval prior to the Travel and Shipment Approver. Copyright United Nations 13
14 Travel Management Process Travel Processing Officer Approves, rejects or returns the request for revision The Certified Travel Request is routed to the Travel Processing Officer (TPO) for approval. The Travel Processing Officer is responsible for reviewing the information contained in the Certified Travel Request, making necessary adjustments and entering additional information for reporting purposes prior to approval. It is mandatory to enter a comment/reason for returning or rejecting a Travel Request. The Travel Advance is disbursed automatically after approval by the TPO. Copyright United Nations 14
15 Travel Management Process After a Travel Request is approved by TPO, the following steps must take place: Traveller Traveller Automatic Obtains Medical and Security Clearance before traveling Submits Expense Report upon return from travel Expense Report is settled* *The Expense Report must be re-certified by TSA and approve by Travel Claims Processor if there are deviations from the original Travel Request Copyright United Nations 15
16 Travel Management Process Traveller Obtains Medical and Security Clearance before traveling It is the responsibility of the Traveller, not Umoja or any UN Organization, to obtain the required medical and/or security clearances (where applicable) prior to departure. Copyright United Nations 16
17 Travel Management Process Traveller Submits Expense Report upon return from travel An Expense Report must be submitted WITHIN 14 calendar days after returning from the trip, failing which, the system will automatically recover the travel advance. Every travel authorization in Umoja must be closed through an Expense Report. For example, following return from home leave, an Expense Report must be submitted in place of the current PT.165 form. Self-certification will be in effect without the need to provide boarding passes. However, this applies to staff members only. Non-staff will be required to submit scanned copies of their boarding passes. Both staff and non-staff must retain the original boarding passes for five years. Copyright United Nations 17
18 Travel Management Process Expense Report is settled Once an expense report is submitted, the system disburses any outstanding balance to the Traveller, or automatically initiates recovery for overpayments. Any variation in the claim from the original travel request will automatically send the Expense Report to the Travel and Shipment Approver for certification and later to the Travel Claims Processor for approval. Copyright United Nations 18
19 Impact of Umoja Former Process Benefits of Umoja The Traveller is not entering their own Travel Requests which can cause inaccuracies that create additional delays High percentage of amendments that can create delays and additional efforts No tracking logic in the system to report the number of deviations requested Traveller creates their own Travel Request via Umoja, which will reduce the associated inaccuracies that cause additional delays Changes that require an amendment today, can be captured in the Expense Report instead The system provides the ability to track and report the exact number of deviations Copyright United Nations 19
20 Impact of Umoja Former Process Benefits of Umoja Mandatory justification for not submitting the request within 16 days is paper based and not linked to the travel system There is no standard means of communicating the obligations of the Traveller Travel within duty stations are done in various stand-alone legacy systems with different procedures at each duty station 21 day Justification logic is built into the system (16+5 processing days) Summary of UN Policy is provided for reference and acknowledgement Standardization of local travel processes Copyright United Nations 20
21 Impact of Umoja Former Process Benefits of Umoja Budget approval is manual and paper based, because there is NO system integration between funds availability check and Travel Request for duty stations not using IMIS Integration of Funds Management with Travel Management : enables an automated funds sufficiency check, when Travel Requests for appropriate approval are submitted There will be real-time distribution of costs to cost centers/fund centers and the project numbers Copyright United Nations 20
22 Impact of Umoja Former Process Benefits of Umoja Requirements for medical and security clearance are not part of the travel systems No Transparency - Traveller does not have access to track the requests status in the system At some duty stations, Travellers may be required to pick up receipt and Travel Request/authorization from Travel Agent and Travel Processing Officer Request of travel is paper based and requires multiple and sometimes duplicate approval steps System automatically triggers a request for medical and security clearance where required Online tracking of Travel Requests will be possible due to transparency in the process. System displays status and recommended next action for each document Most manual processes have been replaced by an automated workflow Review and Approval process is streamlined through the establishment of a 3 signature rule: the drafter, 1 reviewer, and 1 approver* *As per Recommendation #9 and Para #45 of The Change Plan-Proposals by the Change Management Team to SG, December Copyright United Nations 22
23 Impact of Umoja Former Process Benefits of Umoja There are very limited reporting capabilities by the system, generating a need for manual creation of reports in Excel and other tools Standard reporting functionality, including both standard reports generated automatically, in addition to ad hoc reports, enabling transparency, as well as accurate and timely views of travel information Global reporting allows extraction of reports from a central location eliminating the need to collect information from various duty stations Copyright United Nations 23
24 Impact of Umoja Former Process Benefits of Umoja Travel Agencies at most duty stations submit paper invoices Travel Agencies will be able to submit their invoices in electronic format which would allow for faster processing Printing, signing, mailing, photocopying and storing/filing of forms and supporting documentation is necessary for each individual Significant reduction of printing, signing, mailing, photocopying and storing/filing of forms and supporting documentation for individuals with access to Umoja Copyright United Nations 24
25 Roles & Responsibilities The following Umoja Travel Enterprise roles are involved in Travel Management in Umoja: Traveller Travel Administrator_NS Travel Claims Processor Travel Administrator - All Travel and Shipment Approver Travel Display Travel Administrator_UP Travel Processing Officer Travel and Shipment Reports Travel Administrator_UNV Travel Shipment Processor Travel Master Data Maintenance Ticket Billing Processor Copyright United Nations 25
26 Roles & Responsibilities Traveller Create and submit employee self-service Travel and Shipment requests and Expense Reports Travel Administrator - All Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of all Secretariat staff and non-staff Travel Adminstrator_UP Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of Uniformed Personnel (UP) Travellers Travel Administrator_UNV Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of UN Volunteer (UNV) Travellers Copyright United Nations 26
27 Roles & Responsibilities continues Travel Administrator_NS Create Employee Self-Service (ESS) Travel and Shipment requests and Expense Reports on behalf of Non-Staff only Travel and Shipment Approver Responsible for certifying all travel and shipments from all categories of personnel Travel Processing Officer Responsible for approving Travel Requests from all categories of personnel Copyright United Nations 27
28 Roles & Responsibilities continues Travel Shipment Processor Receive, review and process shipment requests from all categories of personnel; Reject and return shipment requests, along with the reason (mandatory); Submit shipment requests to the Travel and Shipment Approver for creation and approval of Funds Commitment; Forward shipment request to another Travel Shipment Processor for reasons of efficiency and effectiveness. Travel Claims Processor Receives, processes and approves all travel claims where manual review and approval is required Copyright United Nations 28
29 Roles & Responsibilities continues Ticket Billing Processor Receives, processes and approves all electronic invoices received from travel service providers. Travel Display View all travel and shipment data of staff and non-staff except the SG, DSG, and PGA Travel Shipment Reports Access to Travel and Shipment reports in Umoja ECC Reports Portal Reports BI Reports Copyright United Nations 29
30 Change Impacts of Umoja The major changes to the Official Travel process are: A significant shift in responsibility between various user roles will take place An Expense Report needs to be created in Umoja to record financial obligations following within mission travel Copyright United Nations 30
31 Change Impacts of Umoja for Travellers For Travellers, the major changes to the Official Travel process are: Traveller needs computer skills to interact with the Umoja project Traveller is responsible for creating their own Travel Requests using ESS Traveller is responsible for entering all pertinent information including their itinerary and subsistence using ESS Traveller (Staff Member) should be familiar with the UN Staff rules and regulations and conditions of service, relating to Official Travel Copyright United Nations 31
32 Change Impacts of Umoja for Travel Administrators For Travel Administrators, the major changes to the Official Travel process are: Travel Administrator will need to ensure that an HR mini master record for a non-staff exists prior to creating a Travel Request Travel Administrator will create Travel Requests in ESS on behalf of the Traveller where he /she does not have access to the system or a computer Travel Administrator will need to support Travellers who cannot navigate the ESS due to language limitations Travel Administrator will create and process travel on behalf for non-staff if Umoja is used to leverage the standard approval process within mission/duty stations Copyright United Nations 32
33 Change Impacts of Umoja for Travel and Shipment Approvers For Travel and Shipment Approvers, the major changes to the Official Travel process are: Travel and Shipment Approver must validate that the objective of the trip cannot be achieved through VTC or through other means Travel and Shipment Approver will have to better understand UN travel policy and rules to ensure the information the Traveller entered is correct Travel and Shipment Approver is now required to provide comments if Traveller s request is rejected or returned for revision Travel and Shipment Approver now has to validate the correct cost assignment details entered by the Traveller Copyright United Nations 33
34 Change Impacts of Umoja for Travel Processing Officers For Travel Processing Officers, the major changes to the Official Travel process are: Travel Processing Officer will adjust estimated cost for transportation to actual ticket cost Travel Processing Officer will enter the authorized class of travel and travel agent transaction fee (if applicable) Travel Processing Officer will record information on the tickets to be refunded (if applicable) Travel Processing Officer will manually enter ticket information provided by the Travel Agent that is not in the predetermined electronic format Copyright United Nations 34
35 Change Impacts of Umoja for Travel Processing Officers For Travel Processing Officers, the major changes to the Official Travel process are: Travel Processing Officer will now be responsible for some functions and additional transactions currently processed in the Accounts Division Travel Processing Officer s will be the ONLY party with the authority to edit approved travel authorizations Travel Processing Officer will need to be knowledgeable in running standard reports for Management Copyright United Nations 35
36 Change Impacts of Umoja for the Travel Agents For Travel Agents, the major changes to the Official Travel process are: Travel Agent will be required to provide information on tickets in an electronic predetermined format which will be uploaded into Umoja The Vendor will be required to provide invoices in electronic format Copyright United Nations 36
37 Module 1 Summary The key points covered in this module are listed below: Explain Travel Management process Describe the impact of Umoja in Travel Management process List the roles and responsibilities in Travel Management Identify key benefits and changes Copyright United Nations 37
38 Learning Checkpoint 1 Which course(s) are pre-requisite course(s) necessary to participate in this course? Select all that apply. 1. NA101 - Umoja Overview 2. NA001 - Umoja Overview 3. MD102 - Umoja Master Data & Coding Block Overview 4. MD201 - Umoja Master Data & Coding Block Overview 5. TV155 - Umoja Travel Copyright United Nations 38
39 Learning Checkpoint 1 Which course(s) are pre-requisite course(s) necessary to participate in this course? Select all that apply. A. NA101 - Umoja Overview B. NA001 - Umoja Overview C. MD102 - Umoja Master Data & Coding Block Overview D. MD201 - Umoja Master Data & Coding Block Overview E. TV155 - Umoja Travel Option A & C Copyright United Nations 40
40 Learning Checkpoint 2 The following roles have the authority to approve, reject or return a Travel Request for revision. Select all that apply. A. Travel Administrator B. Travel Processing Officers C. Travel Shipment Processor D. Travel and Shipment Approver Copyright United Nations 40
41 Learning Checkpoint 2 The following roles have the authority to approve, reject or return a Travel Request for revision. Select all that apply. A. Travel Administrator B. Travel Processing Officers C. Travel Shipment Processor D. Travel and Shipment Approver Option B & D Copyright United Nations 41
42 Learning Checkpoint 3 The Request. is financially responsible for any travel deviations made to a Travel Fill in the blank. A. Travel and Shipment Approver B. Traveller C. Travel Agent D. Travel Processing Officer Copyright United Nations 42
43 Learning Checkpoint 3 The Request. is financially responsible for any travel deviations made to a Travel Fill in the blank. A. Travel and Shipment Approver B. Traveller C. Travel Agent D. Travel Processing Officer Option B Copyright United Nations 43
44 Learning Checkpoint 4 is responsible for ensuring that all medical and security clearances are obtained before travel departure. Fill in the blank. A. The Umoja System B. The Travel Processing Officer C. The Traveller D. The Organization Copyright United Nations 44
45 Learning Checkpoint 4 is responsible for ensuring that all medical and security clearances are obtained before travel departure. Fill in the blank. a. The Umoja System b. The Travel Processing Officer c. The Traveller d. The Organization Option C Copyright United Nations 45
46 Learning Checkpoint 5 The Official Travel process is undergoing the following changes. Select all that apply. A. A faster approval process due to reduced number of approval steps B. A significant shift in responsibility between various user roles will take place C. Travel Agents will have to submit ticket information and invoice in electronic format D. Authorizes the Travel Processing Officers as the only role with the ability to edit an approved Travel Request E. All of the Above Copyright United Nations 46
47 Learning Checkpoint 5 The Official Travel process is undergoing the following changes. Select all that apply. A. A faster approval process due to reduced number of approval steps B. A significant shift in responsibility between various user roles will take place C. Travel Agents will have to submit ticket information and invoice in electronic format D. Authorizes the Travel Processing Officers as the only role with the ability to edit an approved Travel Request E. All of the Above Option E is correct Copyright United Nations 47
48 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment Copyright United Nations 48
49 Module 2 Objectives After completing this module, you will be able to: Discuss the different type of Travel Request Describe how to request travel Copyright United Nations 50 yright United Nations
50 Types of Travel There are four types of travel associated with the Travel process: Official Travel Entitlement Travel HR Travel Uniformed Personnel Travel Copyright United Nations 50
51 Official Travel Official Travel Types of Official Travel Within Mission Travel Official Business Training Temporary Duty (TDY) Sabbatical Escort - Medical Medical Evacuation Security Evacuation Med/Sec Evacuation - Formed Police Unit (FPU) Med/Sec Evacuation - UN Military Experts on Mission (UNMEM) Med/Sec Evacuation - Military Staff Officers/Contingent Member Troops Med/Sec Evacuation - UN Police (UNPOL) Copyright United Nations 51
52 Official Travel Global Standard Process Copyright United Nations 52
53 Official Travel Global Standard Process 1. Traveller must read and acknowledge the summary of travel entitlements and the Traveller responsibilities. 2. Traveller creates Travel Request with general and additional data, subsistence allowance, terminal expenses, and estimated ticket cost. They may change the Cost Center if required. 3. Traveller submits Travel Request for certification. 4. System prompts for mandatory justification if request is submitted less than 21 calendar days prior to the trip start date. 5. If a deviation for personal preference or convenience is requested, system requires Traveller to acknowledge his/her responsibilities and liabilities by agreeing to a waiver built into the process. 6. Traveller/Travel Administrator creates flight booking through a Travel Agent (offline) or online booking tool where available 7. System automatically checks funds availability. Copyright United Nations 53
54 Official Travel Global Standard Process 8. System triggers medical clearance request (where applicable) 9. System triggers a request for security clearance (where applicable) 10. If applicable, Traveller accesses TRIP (trip.dss.un.org) to finalize submission of security clearance request, and contacts Medical Service to undertake medical clearance procedures 11. Travel and Shipment Approver reviews and certifies Travel Request associated to his/her cost center/fund center. 12. Travel Processing Officer establishes authorized entitlement for the official itinerary, obligates actual cost for transportation-related expense types and records additional information for further reporting 13. At duty stations with multiple vendors, Travel Processing Officer can request quotations via standardized template. 14. Travel Processing Officer approves the Travel Request. Copyright United Nations 54
55 Official Travel Global Standard Process 15. System performs final funds availability check and records a commitment in the book of accounts. 16. Travel Processing Officer orders air/rail ticket from vendor. 17. System disburses travel advance, if applicable. 18. Travel Agent issues air/rail ticket. 19. Traveller (not Umoja) ensures that required clearances (medical and security) are obtained prior to departure. Copyright United Nations 55
56 HR Travel Types of HR Travel Appointment: a) Finite Duration b) Temporary Replacement c) Post d) Consultant Temporary Assignment Transfer/Reassignment Separation/Repatriation Transport of Human Remains Interview: a) Post b) Finite Duration c) GTA Competitive Exam: a) Post b) Finite Duration c) GTA Secondment: a) Post b) Finite Duration c) GTA Copyright United Nations 56
57 HR Travel Global Standard Process Copyright United Nations 57
58 HR Travel Global Standard Process 1. Traveller must read and acknowledge the summary of travel entitlements and the Traveller responsibilities. 2. Traveller creates Travel Request with general and additional information. 3. Travellers can indicate a choice between relocation grant and shipment, where applicable. 4. System prompts for mandatory justification if request is submitted or expected travel is not to be ticketed within less than 21 calendar days prior to the trip start date. 5. System automatically checks funds availability. 6. System triggers a request for security clearance. 7. HR Partner reviews the Staff Member s HR record and approves / not approve the request in the Travel Module. 8. If a deviation for personal preference or convenience is requested, system requires Traveller to acknowledge his/her responsibilities and liabilities by agreeing to a waiver built into the process. 9. Traveller/Travel Administrator creates flight booking through a Travel Agent (offline) or online booking tool where available. 10. Traveller accesses TRIP to finalize submission of security clearance request. Copyright United Nations 60
59 Entitlement Travel Types of travel/trip Activities Home Leave Family Visit Reverse Family Visit Education Grant Travel Reverse Education Grant Travel Rest and Recuperation Copyright United Nations 59
60 Entitlement Travel Global Standard Process Copyright United Nations 60
61 Entitlement Travel Global Standard Process 1. Traveller can opt for a Lump-sum payment, or to obtain a ticket provided by the Organization. 2. If Traveller indicates that he/she would like to consider a Lump-sum option, the system routes the request to the Travel Unit to calculate Lump-sum amount after certification of entitlement by HR partner. 3. System sends notification to Traveller when Lump-sum has been calculated. 4. Traveller then selects either the Lump-sum option or Ticket option. 5. If Lump-sum option selected: System routes request to Travel and Shipment Approver to certify the request Certification of request is deemed as approval (since Travel Processing Officer has already determined the value) The system disburses the lump-sum amount as advance Copyright United Nations 61
62 Entitlement Travel Global Standard Process 6. If Ticket Option selected: System prompts Traveller to update estimated cost, as well as, the choice regarding unaccompanied shipment entitlement, as applicable System routes request to the Travel and Shipment Approver and the Travel Processing Officer Travel Agent issues ticket Vendor s ticket to the address provided NOTE: Once Lump-sum or Ticket Option is selected, it cannot be reversed 7. Traveller accesses TRIP to finalize submission of security clearance request. Copyright United Nations 62
63 Uniformed Personnel Types of Uniformed Personnel Travel UN Military Experts on Mission (UNMEM) - Military Observers, Military Advisors and Military Liaison Officers UN Police (UNPOL) Military Staff Officers/ Contingent Member/ Troops Formed Police Unit (FPU) Government Provided Personnel/ Corrections Officers/ Justice Officers Copyright United Nations 63
64 Uniformed Personnel Travel Global Standard Process Copyright United Nations 64
65 Uniformed Personnel Travel Global Standard Process 1. Travel Administrator creates Travel Request by creating a generic Travel Request and a list of Travellers with their relevant personal information automatically populated from the HR mini-master data. 2. Travel Administrator indicates the purpose of travel and a detailed itinerary. All members of the group must have identical itineraries. 3. A Travel Request is created with general trip data, estimated ticket cost and appropriate Cost Center. 4. System automatically checks funds availability. 5. System triggers a request for security clearance. 6. System prompts for mandatory justification if request is submitted less than 21 calendar days prior to the trip start date. 7. If a deviation for personal preference or convenience is requested, system will require Traveller to acknowledge his/her responsibilities and liabilities by agreeing to a waiver built into the process. The deviation however needs to apply to all members in the case of Uniformed Personnel Travel. Copyright United Nations 65
66 Uniformed Personnel Travel Global Standard Process 8. Travel and Shipment Approver reviews and certifies Travel Requests associated to his/her cost center/fund center.. 9. Upon certification, Travel Processing Officer establishes authorized entitlement for the official itinerary, obligates actual cost for transportation-related expense types and enters Travel Agent transaction fee, if applicable. 10. At duty stations with multiple vendors, Travel Processing Officer can request quotations via standardized template. 11. Travel Processing Officer approves the Travel Request. 12. System generates individual Travel Requests. 13. System performs final funds availability check and records a commitment in the book of accounts. 14. Travel Processing Officer approves the Travel Request. 15. System generates individual Travel Requests. 16. System performs final funds availability check and records a commitment in the book of accounts. Copyright United Nations 66
67 Uniformed Personnel Travel Global Standard Process 17. Travel Processing Officer orders air/rail ticket from vendor. 18. Travel Agent issues air/rail ticket. 19. System triggers the creation of a financial authorization, where applicable (i.e., when UNDP offices and/or Member States are requested to arrange tickets). 20. Traveller (not Umoja) ensures that required security clearance is obtained prior to departure. 21. Upon completion of travel, Travel Administrator submits individual Expense Reports for each Traveller. Copyright United Nations 67
68 Module 2 Summary The key points covered in this module are listed below: Discuss the different type of Travel Request Describe how to request travel Copyright United Nations 68
69 Learning Checkpoint 1 Which of the following are considered to be travel subtypes related to the HR Travel? Select all that apply. A. R&R B. Training C. Transfer/ Reassignment D. Appointment E. Family Visit Copyright United Nations 70
70 Learning Checkpoint 1 Which of the following are considered to be travel subtypes related to the HR Travel? Select all that apply. A. R&R B. Training C. Transfer/ Reassignment D. Appointment E. Family Visit Options C & D Copyright United Nations 70
71 Learning Checkpoint 2 If the Traveller selects a lump sum option for Entitlement travel, which of the following will occur? Select all that apply. A. System sends notification to Traveller when Lump-sum has been calculated B. The system disburses the Lump-sum amount as an advance to the Traveller C. System routes request to Travel and Shipment Approver to certify the request D. Once the Lump-sum request has been certified, the system disburses the Lump-sum as an advance. E. All of the Above Copyright United Nations 71
72 Learning Checkpoint 2 If the Traveller selects a lump sum option for Entitlement travel, which of the following will occur? Select all that apply. A. System sends notification to Traveller when Lump-sum has been calculated B. The system disburses the Lump-sum amount as an advance to the Traveller C. System routes request to Travel and Shipment Approver to certify the request D. Once the Lump-sum request has been certified, the system disburses the Lump-sum as an advance. E. All of the Above Option E Copyright United Nations 72
73 Learning Checkpoint 3 In the Umoja Employee Self Service portal, the link used to Create Official Travel is located under which section? Select the correct option. A. Entitlements B. Benefits C. Travel, Shipments and Expenses D. None of the Above Copyright United Nations 73
74 Learning Checkpoint 3 In the Umoja Employee Self Service portal, the link used to Create Official Travel is located under which section? Select the correct option. A. Entitlements B. Benefits C. Travel, Shipments and Expenses D. None of the Above Option C Copyright United Nations 74
75 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment Copyright United Nations 75
76 Module 3 Objectives After completing this module, you will be able to: Explain the travel approval process Travel and Shipment Approver Travel Approver Copyright United Nations 76 yright United Nations
77 Travel Approval Process Travel and Shipment Approver Once a Traveller submits a Travel Request, the system routes it to a Travel and Shipment Approver (with the exception of HR and Entitlement Travel where previous approval of an HR Partner is required). The Travel and Shipment Approver s responsibilities: The Travel and Shipment Approver reviews and certifies the travel requests associated with an employee s cost center/fund center. The Travel and Shipment Approver is the only role that can adjust the travel advance. If the Travel Request has been created correctly, the Travel and Shipment Approver can certify it and the system will forward it to the Travel Processing Officer for final approval. If the travel request needs to be revised, the Travel and Shipment Approver can correct it or return it to the Traveller for revision. The Travel and Shipment Approver can also reject the Travel Request, which terminates the request completely. Copyright United Nations 77
78 Travel Approval Process Travel and Shipment Approver The Travel and Shipment Approver should review the justification provided for late submission of travel request and accept, return the request for revision or cancellation The Travel and Shipment Approver should certify, in the Approval page, that the purpose of this travel cannot be achieved through other means such as VTC, WebEx etc. The Travel and Shipment Approver reviews the information entered by the Traveller to ensure it is in line with current policies, and that the trip is in line with the mandates of the Office/Mission. The Travel and Shipment Approver must review and approve all request for changes to an approved travel authorization. Travel Processing Officer will in turn perform all necessary changes in the system. Copyright United Nations 78
79 Travel Approval Process Travel Approver Once a travel request is certified by a Travel and Shipment Approver, the system routes it to a Travel Processing Officer. The Travel Processing Officer is responsible for: Making sure that the ticket issued is in line with policies Requesting quotations from Travel Agencies where applicable and formally requesting the issuance of tickets Establishing the maximum financial liability of the Organization with respect to ticket cost Making changes to an approved travel request Travel Processing Officer is the only one who can make changes to an approved travel request Personal deviations are not part of the Travel Processing Officer s responsibility. Arrangements for personal deviations, including payments for same, must be made between the Traveller and the vendor directly. Copyright United Nations 80
80 Module 3 Summary The key points covered in this module are listed below: Explain the travel approval process Travel and Shipment Approver Travel Approver Copyright United Nations 80
81 Learning Checkpoint 1 If a change is necessary for a Travel Request, the Travel and Shipment Approver can the Travel Request. Fill in the blank. A. Return the request to the Traveller B. Wait for the Traveller to inquire C. Approve the Travel Request D. Recreate the Travel Request Copyright United Nations 81
82 Learning Checkpoint 1 If a change is necessary for a Travel Request, the Travel and Shipment Approver can the Travel Request. Fill in the blank. A. Return the request to the Traveller B. Wait for the Traveller to inquire C. Approve the Travel Request D. Recreate the Travel Request Option A Copyright United Nations 82
83 Learning Checkpoint 2 The responsibility of the Travel and Shipment Approver does not include the following: Select all that apply. A. Processing deviation request on behalf of the Traveller B. Creating a Travel Request on behalf of the Traveller C. Computing the Lump-sum calculation D. Verifying the available funds for a specified cost center Copyright United Nations 83
84 Learning Checkpoint 2 The responsibility of the Travel and Shipment Approver does not include the following: Select all that apply. A. Processing deviation request on behalf of the Traveller B. Creating a Travel Request on behalf of the Traveller C. Computing the Lump-sum calculation D. Verifying the available funds for a specified cost center Options: A, B,& C Copyright United Nations 84
85 Learning Checkpoint 3 The Travel and Shipment Approver has the authority and responsibility to do which of the following Select all that apply. A. Review and certify the Travel Requests associated with an employee s cost center/fund center B. Approve and correct the Travel Request C. Reject the Travel Request D. Adjust the travel advance E. All the above Copyright United Nations 85
86 Learning Checkpoint 3 The Travel and Shipment Approver has the authority and responsibility to do which of the following Select all that apply. A. Review and certify the Travel Requests associated with an employee s cost center/fund center B. Approve and correct the Travel Request C. Reject the Travel Request D. Adjust the travel advance E. All the above Options: E Copyright United Nations 86
87 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment Copyright United Nations 87
88 Course Summary The key points covered in this course are listed below: Explain organizational impacts of Umoja in Travel Management Describe the high level end-to-end Travel Management process Copyright United Nations 88
89 Agenda Course Introduction Module 1: Umoja Travel Overview Module 2: Travel Request Module 3: Travel Approval Process Course Summary Course Assessment Copyright United Nations 89
90 Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment Copyright United Nations 90
91 Congratulations! You have successfully completed the TV155 Umoja Travel Overview course. Copyright United Nations 91
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