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.
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.
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 |
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 |
0 Comments
Add your comment