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." 

PREREQUISITE STEP - PERFORMED BY TRAVEL COORDINATOR FOR ALL NEWLY HIRED EMPLOYEES:

• Since this is a test of a newly hired employee, the travel coordinator needs to make the necessary updates to their traveler profile before the traveler can submit any requests. Perform all the recommended prerequisite checks and updates on the Traveler's profile as the "Travel Coordinator".  
• For this test SKIP the "Traveler" login section and go straight to logging as the "Travel Coordinator" to properly establish the employee's traveler profile before moving past the prerequisite step.
• Be prepared with a chartstring value that you will use for this traveler.
• Follow this LINK: Prerequisite Traveler's Profile to complete the prerequisite updates necessary for all new employees:
  • Update name, preferred name and display name
  • Update GL Unit
  • Update Chartstring
    • For testing purposes you can use any chartstring you choose that passes combo edit rules, as these transactions will not be posted to the GL.
  • Update Transportation ID
  • Update Cash Advance Level
  • Once all updates are complete, return to this guide (Test Scenario 2) to proceed with the next test step.

• Follow this QRG LINK: Modifying Expenses User Defaults to review the User Defaults that can be set for Expense Defaults, to expedite the traveler's data entry on all travel requests.

--> 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.

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.
• Follow this QRG LINK: Travel Authorizations
  • Once the creation and submission steps are complete, return to this guide (Test Scenario 2) to proceed with the next test step.
• After submitting the Travel Authorization for approval as the "Traveler," login as the "Travel Coordinator" to approve the request for each approver.
• Follow this QRG LINK: Approval Workflow for Travel Authorizations

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.
• Follow this QRG LINK: Expense Reports
  • Return to this scenario guide after the creation and submission step is complete to proceed with the next test step.
• After submitting the Expense Report for approval as the "Traveler," login as the "Travel Coordinator" to approve the request for each approver.
• Follow this 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.