The following Travel & Expense Task Force recommendations are excluded from the Proof-of-Concept testing.

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):  [Provide the Scenario Number you are testing, e.g. Scenario #2 - Newhire traveler profile not found] 

Explanation of the content that will be provided in this section:

• 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>

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)

Testing will occur in the PCP environment. Testers will be logging on using provided test accounts. 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:

Colleges Confirmed They Will Engage in Testing:

• <sign-up period not yet started>

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:

• <tbd>
   

PREREQUISITE STEP:

• Perform all the recommended prerequisite checks and updates on the Traveler's profile.
  • QRG LINK: Prerequisite Traveler's Profile

Now that you have properly defined the defaults for the new employee they will be ready to create their first travel request.

The Travel Situation:

Ms. Texas has been offered the opportunity to travel to a conference taking place in the same state of Texas where she lives. Ms. Texas works on remotely from her home in San Antonio, TX. The conference fee is $795.00 and she will be driving 80 miles from her home to Austin, TX to stay in a conference hotel [$219.00/night] that is over the per diem rate per night. Ms.Texas is leaving at 6:00am and the conference check-in time is 8:00am on a Monday, where they provided danishes and coffee as a morning snack. The conference provided lunch and afternoon cookies and ends on Wednesday at noon and does not provide lunch on the final day. Ms. Texas arrives home at 2:00pm. This means 2 overnight stays for our traveler, making them eligible for reimbursement for both hotel and meals [3 breakfasts & 2 dinners and 1 lunch], as they are in travel status.

Note: When Ms. Texas gets her final bill she notes that the hotel charged Tax of 18% and a Wifi Fee of $5 per night. Hotel parking charged $22 per day.

BEFORE the conference Ms. Texas needs to submit her Travel Authorization:

• Create and submit a Travel Authorization (TA) for a 3-day trip using the details above from their travel situation which includes:
  • Mileage [80 miles] from home to destination.
  • Conference Cost of $795.
  • Estimated Hotel Cost $219.00/night (above per diem) at in Texas for the first and second day of travel.
  • Estimated Hotel Miscellanous Wifi Fee of $5 for the first and second day of travel.
  • Estimated Hotel Parking Fee of $20 per day for 3 days.
  • 6 Meal [3 breakfasts & 2 dinners and 1 lunch] Per Diems for Austin, TX.
  • Mileage home [80 miles] from conference to home.
  • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this pre-authorization for travel.
• QRG LINK: Travel Authorizations
• Submit the Travel Authorization for approval.
• QRG LINK: Approval Workflow for Travel Authorizations

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. Because this scenario includes hotel costs that are over the Per Diem rate, an additional approver is added to the workflow. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

AFTER travel, Ms. Texas decides to submit her Expense Report:

• Create and submit an Expense Report, citing both the Travel Authorization.
  • Mileage [80 miles] from home to destination with departure time of 6:00am.
  • Conference Cost of $795.
  • Hotel Cost $219.00/night (above per diem) at in Texas for the first and second day of travel.
    • Remember to use the NEW Expense Types for Over Per Diem!
  • Hotel Tax of $40.32/night.
  • Hotel Miscellanous Wifi Fee of $5 for the first and second day of travel.
  • Hotel Parking Fee of $22 per day for 3 days.
  • 6 Meal [3 breakfasts & 2 dinners and 1 lunch] Per Diems for Austin, TX.
  • Mileage home [80 miles] from conference to home with arrival at 2:00pm.
  • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this reimbursement request for travel.
• QRG LINK: Expense Reports
• Submit the Expense Report for approval.
• QRG LINK: Approval Workflow for Expense Reports

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. The Expense Report must be approved AFTER the travel date. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

The list below will be used to login to the PCP environment as the "Traveler." These 'remote' employees have been added to the PCP environment to enable colleges to experience the state of the Traveler Profile for a remote employee, living in Texas. Login using the provided Username and the generic password of: Texas123! 

Please keep in mind the data in the PCP environment is scrambled and scrubbed and is not a direct representation of actual live transactions.

Login Access Link: PCP Environment

PREREQUISITE STEP:

• Perform all the recommended prerequisite checks and updates on the Traveler's profile.
  • QRG LINK: Prerequisite Traveler's Profile

The Travel Situation:

Mrs. International has been offered the opportunity to travel to a conference taking place in Honolulu, Hawaii. She lives in Washington State. The conference fee is $1195.00 and she will be driving 30 miles from her home to the Sea-Tac Airport. The conference got a great price on hotel stays [$200.00/night] which is just under the per diem rate per night. Mrs. International is leaving on Sunday at 6:00pm the night BEFORE the conference. The conference check-in time is 8:00am on a Monday, where they provided danishes and coffee as a morning snack. The conference provides lunch, dinner only on Tuesday, afternoon cookies and ends on Wednesday at 11:00 am and does not provide lunch on the final day. Mrs. International arrives home from the airport at 11:00pm on Wednesday. She paid $120 for parking her car at the airport. This means 3 overnight stays for our traveler, making them eligible for reimbursement for both hotel and meals [3 breakfasts & 3 dinners and 1 lunch], as they are in travel status. Mrs. International is asking for a Cash Advance of $720.00 to cover the cost of the hotel so she can have the funds available on her debit card to cover the cost of the hotel stay and parking at the airport.

Note: When Mrs. International gets her final bill she notes that the hotel charged Tax of 20% and a Wifi Fee of $15 per night.

PREREQUISITE STEP:

• Perform all the recommended prerequisite checks and updates on the Traveler's profile.
  • QRG LINK: Prerequisite Traveler's Profile

BEFORE the conference Mrs. International needs to submit her Travel Authorization:

• Create and submit a Travel Authorization (TA) for a 4-day conference to Hawaii.
  • Mileage [30 miles] from home to Sea-Tac with departure time of 6:00pm.
  • Conference Cost of $1195.
  • Hotel Cost $200.00/night (under per diem) at in Hawaii for the first, second and third day of travel.
    • Remember to use the NEW Expense Types for Hawaii!
  • Hotel Tax of $40/night.
  • Hotel Miscellanous Wifi Fee of $15 for the first, second and third day of travel.
  • Airport Parking Fee of $120 for day for 4 days.
  • 7 Meal [3 breakfasts & 3 dinners and 1 lunch] Per Diems for Honolulu, HI.
  • Airline Cost Quote of $990 round trip.
  • Mileage home [30 miles] from airport to home with arrival at 11:00pm.
  • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this pre-authorization for travel.
• QRG LINK: Travel Authorizations
• Submit the Travel Authorization for approval.
• QRG LINK: Approval Workflow for Travel Authorizations

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. Because this scenario includes travel to Hawaii and therefore considered under "International" travel approval requirements, an additional approver is added to the workflow. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

BEFORE the her trip to Hawaii Mrs. International needs to submit a Cash Advance:

• Create and submit a Cash Advance (CA) request for $720.
• QRG LINK: Cash Advance
• Submit the Cash Advance for approval.
• QRG LINK: Cash Advance Approval Workflows

AFTER travel, Mrs. International decides to submit her Expense Report:

• Create and submit an Expense Report (EX), citing both the TA and CA (if approved).
  • Mileage [30 miles] from home to Sea-Tac with departure time of 6:00pm.
  • Conference Cost of $1195.
  • Hotel Cost $200.00/night (under per diem) at in Hawaii for the first 3 days of travel.
    • Remember to use the NEW Expense Types for Hawaii!
  • Hotel Tax of $40/night.
  • Hotel Miscellanous Wifi Fee of $15 for the first 3 days of travel.
  • Airport Parking Fee of $120 for day for 4 days.
  • 7 Meal [3 breakfasts & 3 dinners and 1 lunch] Per Diems for Honolulu, HI.
  • Airline Actual Cost of $1125 round trip - (non-reimbursable).
  • Mileage home [30 miles] from airport to home with arrival at 11:00pm.
  • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this expense reimbursement for travel.
• QRG LINK: Expense Reports

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. Because this scenario includes travel to Hawaii and therefore considered under "International" travel expense reimbursement approval requirements, an additional approver is added to the workflow. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

The list below will be used to login to the PCP environment as the "Traveler." These "international" traveling employees have been added to the PCP environment to enable colleges to experience the state of the Traveler Profile for an employee traveling to Hawaii. Login using the provided Username and the generic password of: Hawaii123! 

Please keep in mind the data in the PCP environment is scrambled and scrubbed and is not a direct representation of actual live transactions.

Login Access Link: PCP Environment

PREREQUISITE STEP:

• Perform all the recommended prerequisite checks and updates on the Traveler's profile.
  • QRG LINK: Prerequisite Traveler's Profile

Now that you have properly defined the defaults for the employee they will be ready to create their travel request .

The Travel Situation:

Coach is getting ready to take the 12 member basketball team to a tournament on the other side of the state. The Assistant Coach will be traveling with the team, as well, but they will file separate travel requests from the coach. The college bus isn't available, so the team will rent two vans, one rented by the Coach, the other rented by the Assistant Coach. They will transport the team to the Tournament in Portland, Oregon. Since the vans are rentals, no mileage is requested for travel to the event on the Travel Authorization or reported on the Expense Report, but the cost of the rental fee for one van ($276.55) will be included in the Coach's travel requests, including the cost of gas for the van the coach is driving ($176).

The team will meet on campus and depart to the tournament in Portland, Oregon. The coach has secured a block of rooms at a hotel just outside Portland, Oregon and got a great price on hotel stays [$200.00/night] which is just under the per diem rate per night. Team mates will double up, so that means 6 hotel rooms for the students and the Coach and Assistant Coach will also share a room to show that they're not asking their athletes to do something they themselves won't do. The estimated room charges would be $1,400 before taxes and fees. At checkout the coach puts the hotel cost on a PCard, which includes 18% tax and a $40 charge for parking.

The coach submitted a Cash Advance request ($1,236) for the expected student per diem for Portland, Oregon (for 2 breakfasts ($22), 1 lunch ($23) and 1 dinner ($36)) by checking the Per Diem rate chart on the U.S. General Services Administration Per Diem Rate Table and multiplying the total allowable per diem for the travel period of $103 by 12 students. The coach cashes the per diem check and places each student's per diem for the trip in envelops to distribute. Once the students are in the vans, Coach will hand out to each student their $103 per diem amount in cash and have the student sign-off that they received their per diem in cash. This sign-off sheet will be scanned to submit as an attachment to substantiate the distribution of funds.

BEFORE the athletic event Coach needs to submit a Travel Authorization:

• Create and submit a Travel Authorization (TA) for travel to an event with an overnight stay in Portland, OR.
  • Rental Fee for 1 Van $276.55.
  • Hotel Cost $200.00/night (under per diem) for a total of $1,400 (estimated).
    • Remember to use the NEW Expense Type!
  • Estimated Hotel Tax of 18%.
  • Estimated Airport Parking Fee of $40 for the 2 vans.
  • Student Meal Per Diems Portland, OR totaling $1,236.
  • Coach's Meal Per Diem of $103.
  • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this pre-authorization for travel.
• QRG LINK: Travel Authorizations
• Submit the Travel Authorization for approval.
• QRG LINK: Approval Workflow for Travel Authorizations

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

BEFORE the athletic event Coach needs to submit a Cash Advance:

• Verify that the Cash Advance Level for Coach is set to specify: (not to exceed) $1,000.
• Create and submit a Cash Advance (CA) request for $1,236, which exceeds the MAX Level and note the error condition message.
• Update the Cash Advance Level limit for Coach to specify: (not to exceed) $1,250.
  • QRG LINK: Cash Advance
  • Submit the Cash Advance for approval.
  • QRG LINK: Cash Advance Approval Workflows

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. The Cash Advance must be approved BEFORE the travel date. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

AFTER the athletic event Coach needs to submit an Expense Report:

• Create and submit an Expense Report, citing both the TA and CA.
  • Rental Fee for 1 Van $276.55.
  • Hotel Cost $200.00/night (under per diem) for a total of $1,400 (non-reimbursable - since PCard was used).
    • Remember to use the NEW Expense Type!
  • Hotel Tax of 18% - $252 (non-reimbursable - since PCard was used).
  • Estimated Airport Parking Fee of $40 for the 2 vans.
  • Student Meal Per Diems Portland, OR totaling $1,236. (citing cash advance)
  • Coach's 3 Meal [for 2 breakfasts ($22), 1 lunch ($23) and 1 dinner ($36)] Per Diems totaling $103.
  • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this expense reimbursement for travel.
• QRG LINK: Expense Reports
• Submit the Expense Report for approval.
• QRG LINK: Expense Report Approval Workflows.

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. The Cash Advance must be approved BEFORE the travel date and the Expense Report must be submitted AFTER the travel date. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

Coming soon...

State Auditors are granted access to the ctcLink system to view data necessary for auditing purposes. To login as an auditor and view what their experience is like, use the relevant login for your institution and the generic system password for auditors created solely for this testing experience.

The list below (to be inserted upon activation of auditor test accounts) will be used to explore the Finance system as a state auditor. Login using the provided Username and the generic password of: Audit123@ - Please keep in mind the data in the PCP environment is scrambled and scrubbed and is not a direct representation of actual live transactions.

Login Access Link: PCP Environment