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.
- QRG LINK: Prerequisite Traveler's Profile
--> 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.

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.
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 |
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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