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:

• 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.

• 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.

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.

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.