Scenario 2: Mr. Newhire Travel Test

Each scenario has a login credential to be used to login as the "Traveler" to submit the requests. Any approvals or processing will be completed by using the login credentials for the "Travel Coordinator." 

For this activity there are two Task Force Recommendations you are exploring:

  • TF 1.1 - Employee Data > Display Name
  • TF 1.2 & 1.3 - Organizational Data > Expenses Processing Data
  • TF 1.4 & 2.2 - Organizational Data > Default ChartField Values
  • TF 1.6 - User Defaults > Expense Defaults
  • TF 1.7 & 2.6 - User Defaults > Expense Type Defaults

PREREQUISITE STEP:

  • Perform all the recommended prerequisite checks and updates on the Traveler's profile. The "Traveler" login allows you to view the information, but not make changes. Login as the "Travel Coordinator" to clean up any issues with the employee's traveler profile before moving past the prerequisite step.

--> Jump to Login Credentials for "Traveler" or "Travel Coordinator"

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:

Mr. Newhire has been offered the opportunity to travel to their first conference. Mr. Newhire works on site and lives only 10 minutes away from work. The conference fee is $95.00 and they will be driving 100 miles from their home. Their work is 10 minutes in the opposite direction, so leaving from home means less mileage than if they were going to leave from work. Mr. Newhire is leaving at 6:00am and the conference check-in time is 8:30am, where they provided danishes and coffee as a morning snack. The conference provided lunch and afternoon cookies and ends at 5:00pm. Upon leaving they must pay a parking fee of $12. Due to traffic, Mr. Newhire does not arrive home until 8:00pm. This makes for a 14 hour day for our traveler, making them eligible for per diem reimbursement for meals [breakfast & dinner], as they are in travel status for over 12 hours.

Visual on Daily Commute vs. Reimbursable Mileage During Travel

Not sure the Per Diem rates for traveling in Washington State? Use the Office of Financial Management Per diem rate table.

BEFORE the conference Mr. Newhire needs to submit his Travel Authorization:

  • Login to PCP as Mr. Newhire to create and submit a Travel Authorization (TA) for a single travel day.
    • Mileage [100 miles] from home to destination (choose a city 110 miles away from your campus).
    • 2 Meal [Breakfast and Dinner] Per Diems for Washington (using city where the fake conference is being held).
    • Mileage home [100 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

The Travel Authorization must be approved before the date of travel. For the purposes of the Proof-of-Concept testing a generic approval workflow is associated with each college. The TA must be approved before the travel date and the travel date must have passed before the Expense Report can be filed (though we'll use a trick in testing), so for testing purposes put your travel dates starting tomorrow.

Generic Workflow for Proof-of-Concept Test: 
- Use the "Travel Coordinator" login to "Approve" each request.

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.

AFTER travel, Mr. Newhire will submit his Expense Report:

The Expense Report can be generated from the Travel Authorization if created after the TA is approved. After the Travel Authorization is linked to the Expense Report, you can 'trick the system' and change the actual Expense Lines to all reflect today's date so you don't have to worry about time travel.

  • Login to PCP as Mr. Newhire and create and submit an Expense Report (EX).
    • Mileage [100 miles] from home to destination with departure time of 6:00am.
    • 2 Meal [Breakfast and Dinner] Per Diems for Washington (using city where the fake conference is being held).
    • Conference location parking fee of $12.
    • Mileage home [100 miles] from conference to home with arrival at 8:00pm.
    • 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

Generic Workflow for Proof-of-Concept Test: 
- Use the "Travel Coordinator" login to "Approve" each request.

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.

Login Credentials for "Traveler"

The list below will be used to login to the PCP environment as the "Traveler." These 'new hire' employees have been added to the PCP environment to enable colleges to experience the state of the Traveler Profile for any newly hired employee, thus giving a realistic experience of the amount of prerequisite updates needed for a new traveler. Login using the provided Username and the generic password of: Newhire123! 

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

College Name ctcLink ID Traveler Name
Bates Technical College 101066377 Bates Newhire
Bellevue College 101066378 Bellevue Newhire
Bellingham Technical College 101066379 Bellingham Newhire
Big Bend Community College 101066380 BigBend Newhire
Cascadia College 101066381 Cascadia Newhire
Centralia College 101066382 Centralia Newhire
Clark College 101066383 Clark Newhire
Clover Park Technical College 101066384 CloverPark Newhire
Columbia Basin College 101066385 ColumbiaBasin Newhire
Edmonds College 101066386 Edmonds Newhire
Everett Community College 101066387 Everett Newhire
Grays Harbor College 101066388 GraysHarbor Newhire
Green River College 101066389 GreenRiver Newhire
Highline College 101066390 Highline Newhire
Lake Washington Institute of Technology 101066391 LakeWashington Newhire
Lower Columbia College 101066392 LowerColumbia Newhire
Olympic College 101066393 Olympic Newhire
Peninsula College 101066394 Peninsula Newhire
Pierce College District 101066395 Pierce Newhire
Renton Technical College 101066396 RentonTech Newhire
Seattle Colleges 101066397 Seattle Newhire
Shoreline Community College 101066398 Shoreline Newhire
Skagit Valley College 101066399 SkagitValley Newhire
South Puget Sound Community College 101066400 SouthPugetSound Newhire
Spokane District 101066401 Spokane Newhire
Tacoma Community College 101066402 Tacoma Newhire
Walla Walla Community College 101066403 WallaWalla Newhire
Wenatchee Valley College 101066404 WenatcheeValley Newhire
Whatcom Community College 101066405 Whatcom Newhire
Yakima Valley College 101066406 YakimaValley Newhire
Login Credentials for "Travel Coordinator"

The list below will be used to login to the PCP environment as the "Travel Coordinator" These User Profiles have been added to the PCP environment to enable colleges to experience the Traveler Coordinator role for any steps in the process that requires this access. Login using the provided Username and the generic password of: Travel123! 

College Name Username Travel Coordinator Name
Bellevue College 101054953 Bates TravelCoordinator
Bates Technical College 101042298 Bellevue TravelCoordinator
Bellingham Technical College 101046765 Bellingham TravelCoordinator
Big Bend Community College 101044194 BigBend TravelCoordinator
Cascadia College 101047064 Cascadia TravelCoordinator
Centralia College 101028693 Centralia TravelCoordinator
Clark College 101012879 Clark TravelCoordinator
Clover Park Technical College 201653768 CloverPark TravelCoordinator
Columbia Basin College 101050171 ColumbiaBasin TravelCoordinator
Edmonds College 101032254 Edmonds TravelCoordinator
Everett Community College 101037266 Everett TravelCoordinator
Grays Harbor College 101034788 GraysHarbor TravelCoordinator
Green River College 101042378 GreenRiver TravelCoordinator
Highline College 101027163 Highline TravelCoordinator
Lake Washington Institute of Technology 101053709 LakeWATech TravelCoordinator
Lower Columbia College 101062308 LowerColumbia TravelCoordinator
Olympic College 101016040 Olympic TravelCoordinator
Peninsula College 101057551 Peninsula TravelCoordinator
Pierce College District 201605191 Pierce TravelCoordinator
Renton Technical College 101054464 Renton TravelCoordinator
SBCTC 101065477 SBCTC TravelCoordinator
Seattle Colleges 101024437 Seattle TravelCoordinator
Shoreline College 202417624 Shoreline TravelCoordinator
Skagit Valley College 201721757 SkagitValley TravelCoordinator
South Puget Sound Community College 101013087 SouthPugetSound TravelCoordinator
Spokane District 201032676 Spokane TravelCoordinator
Tacoma Community College 201154059 Tacoma TravelCoordinator
Walla Walla Community College 101057960 WallaWalla TravelCoordinator
Wenatchee Valley College 101030672 WenatcheeValley TravelCoordinator
Whatcom Community College 101046006 Whatcom TravelCoordinator

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