Proof of Concept Overview for Travel & Expenses {DRAFT}
Purpose: This activity is intended to assist colleges in using the PCP environment to incorporate the Travel & Expense Task Force recommendations into their business practice when creating, submitting and processing travel transactions.
Using the provided scenarios, college staff will explore performing the process steps, take notes when these recommended changes alter the way they currently do this work and develop a plan for how these changes can be applied locally. It will be important for colleges to use this opportunity to identify where their current training materials and instructions for staff will require editing to provide guidance to their employees on how to perform these tasks more efficiently.
Another aspect of this activity is intentionally triggering error conditions to review the error messaging. One of the task force recommendations was to improve error messaging. During the testing activity, as error messages appear, testers can take note of any messaging that appears unclear and provide recommendations for re-wording. That feedback can then be incorporated into the Enhancement Request targeting system messaging improvements when it is submitted by the Travel & Expense Task Force.
Audience: Travel Coordinators and other key college staff involved in testing the recommended processes.
Meeting Held On: <TBD>
Meeting Link: <coming soon>
Meeting Passcode: <coming soon>
Meeting Dial-In Number: <coming soon>
Recording Link: <Link will be published once recording is rendered.>
Presentation Materials: <To be posted when available>
<attach spreadsheet>
Sample Test Scenario Tracking Worksheet (Displayed in Kick-Off Meeting):
<attach spreadsheet>
The Travel & Expense Task Force, led by Lia Homeister from Renton Technical College, began their work on March 12, 2025. Members of the task force met weekly to discuss issues encountered by colleges during the creation, submission and processing of travel transactions and worked to uncover underlying causes for the problems experienced. The team worked closely with SBCTC staff to better understand where configuration changes, or changes in "order of execution", could alleviate the concerns. The team then used the PCP environment to validate the process before solidifying a recommended 'best practice' use of the system that would improve the user experience and reduce errors.
Task force members volunteered or were nominated by colleagues and contributed several hours in both meeting and testing processes to verify the expected outcomes.
For an overview of the PAW Project, please visit the Project Overview section of the ctcLink Reference Center.
The Travel & Expense Task Force completed their work with a presentation of findings and recommendations at a ctcLink College Collaboration meeting. Travel & Expense Subject Matter Experts (SMEs) were invited to attend, engage in discussions, and explore the next steps necessary for achieving alignment in this process.
Presentation of Task Force Recommendations from cCCG Meeting - May 14, 2025:
T&E Resources
To help college testers better understand how to use the ctcLink system to manage Travel & Expenses PAW has provided in the ctcLink Reference Center a Step Checklist for handling travel:
To help college testers better understand the wording used in some of the travel material, a master glossary has been provided for Travel & Expenses:
- Link to QRG: T&E Master Glossary
Overview of Travel & Expense Test Scenarios
To practice integrating these recommendations into your travel business processes, we’ve developed the following test scenarios. To ensure smooth testing without unexpected issues, we strongly recommend using the staged data prepared specifically for these six scenarios.
SCENARIOS:
- Configuration Verification: Login with a security role that allows the user to review the two configurations that the Task Force recommended to review and determine if changes are needed.
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Verify Cash Advance Level Configuration Meets College Needs
- QRG LINK: <add instructions for how to look at this configuration.>
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Verify Requirement Receipt Configuration Meets College Needs
- QRG LINK: <add instructions for how to look at this configuration.>
- New Hire Traveler: Onboard a new employee in preparation for a single day of in-state travel [e.g. Bellevue Newhire],
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Perform all the recommended prerequisite checks and updates on the Traveler's profile.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit a Travel Authorization (TA) for a single travel day.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit an Expense Report (EX).
- QRG LINK: <add instructions for how to perform this step.>
- Existing "Remote" Employee Traveler: Using an existing "remote" employee, prepare them for traveling for a 3-day conference, in the state of Texas, where the employee lives and the hotel cost is over per diem.
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Perform all the recommended prerequisite checks and updates on the Traveler's profile.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit a Travel Authorization (TA) for a 3-day.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit an Expense Report, citing both the TA and CA.
- QRG LINK: <add instructions for how to perform this step.>
- Existing Employee Traveler: Using an existing employee, who resides in Washington State, prepare them for traveling to Hawaii (international) for a 4-day conference.
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Perform all the recommended prerequisite checks and updates on the Traveler's profile.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit a Travel Authorization (TA) for a 4-day conference to Hawaii.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit a Cash Advance (CA) request that exceeds the MAX Level.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit an Expense Report (EX), citing both the TA and CA (if approved).
- QRG LINK: <add instructions for how to perform this step.>
- Advisor Traveling Overnight with a Group of Students: Using an group of students, who reside in Washington State and are traveling for a basketball game that requires overnight stay in a hotel with a per diem and a Cash Advance (CA).
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Create and submit a Travel Authorization (TA) for a 2-day, athletic event with an overnight stay.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit a Cash Advance (CA) request for the student's meal per diems, using the recommended default Cash Advance Chartfield value.
- QRG LINK: <add instructions for how to perform this step.>
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Create and submit an Expense Report, citing both the TA and CA.
- QRG LINK: <add instructions for how to perform this step.>
- Login as an Auditor: Explore what the auditor can see using the auditor security access role.
Describe the scenario, including the appropriate steps to execute this scenario.
Proof-of-Concept Test Details
The following Travel & Expense Task Force recommendations are excluded from the Proof-of-Concept testing.
| TF # | Recommendation Title | Description | Reasoning for Exclusion |
|---|---|---|---|
| 2.4 | Quick Fill Enhancement Request (ER) | ER Idea: Add the Description field on the Quick-Fill page to reduce manual entry of the description field for each line. | Effort for performing the modification exceeds the limit of data staging for the PoC effort. Needs input from Oracle on feasibility of change and long term maintenance. |
| 2.7 | Expense Lines ER | ER Idea: Add the Date and Payment Type fields to the expense line so that the traveler doesn’t need to click and open that in the Details page. If space is needed, it is recommended to remove the Currency field. | Effort for performing the modification exceeds the limit of data staging for the PoC effort. Needs input from Oracle on feasibility of change and long term maintenance. |
| 3.3 | Reference Label ER | ER Idea: Update the Reference field label "Reference" to “Travel Authorization #” or something similar, to direct travelers to enter their TA# in that field. | Requires research to determine whether Page & Field configurator can address. |
| 4.2 | Personal Expense Label ER | ER Idea: Update the Personal Expense toggle label from “Personal Expense” to “Reimbursable” (yes/no toggle) as it is more intuitive and clearer for travelers. | Code Change: Effort for performing the modification exceeds the limit of data staging for the PoC effort. Needs input from Oracle on feasibility of change and long term maintenance. |
| 4.3 | EXC4500 Report ER | EXC4500 Report: Request to be updated to reflect more detailed information needed for auditors and/or to print for reference. An alternative is to expand the details and print the screen to PDF. | Possible Code Clone/Change or BI Publisher Report (Data Services): Would need the ER with desired path to be submitted before any action should be taken. |
| TBD | Transportation Policy | Transportation Information > Transportation Identification: There may be a need for a solution for auto insurance and valid driver’s license attestation. Defining requirements is in progress. | Policy Concept outside the scope of testing. |
The PCP Environment, where PoC activities are taking place was refreshed from Production on May 5th, 2025.
NOTE: The data in this environment is scrubbed and scrambled.
To request access to the Proof-of-Concept Test environment (PCP), follow the link below and provide the name, last 4-digits of EMPLID, email, contact phone number and college.
Access Request (Google Sheet) [revise the link to the correct form]
Testing will occur in the PCP environment. Testers will be logging on using <insert method>. This environment DOES NOT have Okta in front of it, therefore testers will not be able to reset their own passwords. SBCTC assistance will be required.
Login Access Link: PCP Environment
Having Issues Logging In? Contact the PMO Team. ([email protected])
Also, if you're struggling after regular service hours, feel free to download the Tester Login Reference Guide (below) to see if the answer you need is in here:
Still want to submit an issue? Please report your issue via the Service Desk.
Request Type: ctcLink Support > Special Project Activities > PAW T&E Proof-of-Concept
Subject (begins with): <add your words...>
The following issues were reported during the PoC period. Included is the resolution approach being taken or a notation if research or regression testing is still pending. Please note that the PoC testing period may been extended to allow time for colleges who reported issues that warranted major configuration updates to retest.
- Issue Details: Issue details will be provided that enables all interested parties to understand what a tester might have struggled with and reported using the Service Desk ticketing system.
- Research: The Functional Analyst, sometimes with the assistance of technical staff, data services staff or our policy staff will research the issue and provide a root cause analysis in a ticket or group of tickets. A summary of that research will be visible in this section.
- Resolution: If the issue was able to be addressed in the ticket, or group of tickets, the resolution will be made transparent here for anyone participating in this activity to better understand what others may have encountered and see if the resolution that worked for them could help.
<ADD INFORMATION HERE ON THIS PROCESS>
Colleges Confirmed They Will Engage in Testing:
- <tbd>
Colleges Invited to Participate in PoC Testing:
- Bellevue College
- Bates Technical College
- Bellingham Technical College
- Big Bend Community College
- Cascadia College
- Centralia College
- Clark College
- Clover Park Technical College
- Columbia Basin College
- Edmonds College
- Everett Community College
- Grays Harbor College
- Green River College
- Highline College
- Lake Washington Institute of Technology
- Lower Columbia College
- Olympic College
- Peninsula College
- Pierce College District
- Renton Technical College
- Seattle Colleges
- Shoreline College
- Skagit Valley College
- South Puget Sound Community College
- Spokane District
- Tacoma Community College
- Walla Walla Community College
- Wenatchee Valley College
- Whatcom Community College
- Yakima Valley College
Colleges Not Participating in PoC Testing:
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<tbd>
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