Scenario 3: Ms. Texas Travel Test (Remote Employee)

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 - User Defaults > Expense Type Defaults
  • TF 1.8 - Bank Accounts > Organizational Data & Bank Account Info

Plus:

  • TF 2.1 - Over Per Diem Functionality

PREREQUISITE STEP:

  • Perform all the recommended prerequisite checks and updates on the Traveler's profile.
    • This step can be initially performed as the "Traveler" to verify their profile data before starting to submit any travel requests. Colleges may choose to skip that "Traveler" experience and simply login as the "Travel Coordinator" to be able to update anything needed on the traveler's profile.
    • Follow this LINK: Prerequisite Traveler's Profile to complete the prerequisite updates necessary for all new employees:
      • Update Name, Preferred Name and Display Name (if needed)
      • 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 3) to proceed with the next test step.
Use Your College's Default Chartstring Value for Testing
College Default Chartstring [Use to pass Budget Check]
Bates Technical College Oper Unit = 7280  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Bellevue College Oper Unit = 7080  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Bellingham Technical College Oper Unit = 7250  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Big Bend Community College Oper Unit = 7180  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Cascadia College Oper Unit = 7300  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Centralia College Oper Unit = 7120  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Clark College Oper Unit = 7140  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Clover Park Technical College Oper Unit = 7290  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Columbia Basin College Oper Unit = 7190  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Edmonds College Oper Unit = 7230  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Everett Community College Oper Unit = 7050  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Grays Harbor College Oper Unit = 7020  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Green River College Oper Unit = 7100  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Highline College Oper Unit = 7090  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Lake Washington Institute of Technology Oper Unit = 7260  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Lower Columbia College Oper Unit = 7130  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Olympic College Oper Unit = 7030  Fund = 001  Approp = 101  Dept = 98389  Class = 081
Peninsula College Oper Unit = 7010  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Pierce College District Oper Unit = 7110  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Renton Technical College Oper Unit = 7270  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Seattle Colleges Oper Unit = 7060  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Shoreline Community College Oper Unit = 7070  Fund = 001  Approp = 101  Dept = 98389  Class = 081
Skagit Valley College Oper Unit = 7040  Fund = 001  Approp = 101  Dept = 98389 Class = 081
South Puget Sound Community College Oper Unit = 7240  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Spokane District Oper Unit = 7170  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Tacoma Community College Oper Unit = 7220  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Walla Walla Community College Oper Unit = 7200  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Wenatchee Valley College Oper Unit = 7150  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Whatcom Community College Oper Unit = 7210  Fund = 001  Approp = 101  Dept = 98389 Class = 081
Yakima Valley College Oper Unit = 7160  Fund = 001  Approp = 101  Dept = 98389 Class = 081
  • Follow this direct 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:

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.

Not sure the Per Diem rates for traveling in the state of Texas? Use the U.S. General Services Administration Per Diem Rate Table.

Note: Remote employees whose "Official Workstation" is in another state, who travel within that same state for work are considered "in-state" for travel purposes per SAAM 10.10.50b (page  "b) out-of-state employees traveling within the same state as their official workstation for travel reimbursement shall not be considered out-of-state.

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.
  • Follow this QRG LINK:Travel Authorizations
  • Once the creation and submission steps are complete, return to this guide (Test Scenario 3) 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

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.

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.

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.
  • 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

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 '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 (Environment opens July 14th)

*** PLEASE DO NOT CHANGE LOGIN CREDENTIALS TO PERSONALIZE THEM FOR YOUR USE ***

*** THESE ARE SHARED ACCOUNTS FOR ALL PARTICIPATING IN TESTING ***

College Name ctcLink ID Traveler Name
Bates Technical College 101054903 Finley Texas
Bellevue College 101056790 Moriah Texas
Bellingham Technical College 101019932 Jessie Texas
Big Bend Community College 101044175 Fabula Texas
Cascadia College 101020099 Flynn Texas
Centralia College 201550065 Lucy-Ann Texas
Clark College 101012265 Paisley Texas
Clover Park Technical College 203105013 Penny Texas
Columbia Basin College 101059474 Hanna Texas
Edmonds College 101040658 Valerie Texas
Everett Community College 101062776 Piper Texas
Grays Harbor College 202340095 Rory Texas
Green River College 101020418 Perry Texas
Highline College 101016465 Arya Texas
Lake Washington Institute of Technology 101053736 Scout Texas
Lower Columbia College 101010486 Lonnie Texas
Olympic College 101015954 Val Texas
Peninsula College 201594684 Dane Texas
Pierce College District 101017755 Harley Texas
Renton Technical College 101057514 Peyton Texas
SBCTC 101059195 Robyn Texas
Seattle Colleges 101063338 Hunter Texas
Shoreline Community College 101047508 Micah Texas
Skagit Valley College 202868580 Phoenix Texas
South Puget Sound Community College 101065352 Christy Texas
Spokane District 101002480 Dana Texas
Tacoma Community College 101009845 Charley Texas
Walla Walla Community College 101051410 Scottie Texas
Wenatchee Valley College 101014173 Jules Texas
Whatcom Community College 101056376 Blair Texas
Yakima Valley College 101048601 Julia Texas
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! 

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

AWE: The Travel Coordinator login has been delegated approval rights for all others in the generic approval workflow.

Login Access Link: PCP Environment (Environment opens July 14th)

*** PLEASE DO NOT CHANGE LOGIN CREDENTIALS TO PERSONALIZE THEM FOR YOUR USE ***

*** THESE ARE SHARED ACCOUNTS FOR ALL PARTICIPATING IN TESTING ***

College Name Username Travel Coordinator Name
Bates Technical College 101054953 Bates TravelCoordinator
Bellevue 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
Yakima Valley College 101049260 Yakima TravelCoordinator

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