Scenario 4: Mrs. International Travel Test (International Travel)

Existing Employee Traveler: Using an provided existing employee, who resides in Washington State, prepare them for traveling to Hawaii (international) for a 4-day conference.

INSTRUCTIONS: Mrs. International attending a conference in Hawaii, requesting a Cash Advance.

For this activity there are a few 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 - Organizational Data > Default ChartField Values
  • TF 1.6 - User Defaults > Expense Defaults
  • TF 1.7 & 2.6 - User Defaults > Expense Type Defaults
  • TF 1.8 - Bank Accounts > Organizational Data & Bank Account Info

Plus

  • TF 1.5 - Organizational Data > Cash Advance Level
  • TF 2.3 - Details > Quick-Fill
  • TF 2.5 - Details > Expense Types Updated
  • TF 3.1 - Cash Advance Chartstring - (Global Chartstring: Fund 790 Class 285 Dept 98389 State Purpose N)
  • TF 3.2 - Reference Field: Add Travel Authorization ID to Cash Advance
  • 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 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 4) 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
SBCTC Oper Unit = 7000  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.

The Travel Situation:

Mrs. International has been offered the opportunity to travel to a conference taking place in Honolulu, Hawaii. She lives in Washington State. The conference fee is $1195.00 and she will be driving 30 miles from her home to the Sea-Tac Airport. The conference got a great price on hotel stays [$200.00/night] which is just under the per diem rate per night. Mrs. International is leaving on Sunday at 6:00pm the night BEFORE the conference. The conference check-in time is 8:00am on a Monday, where they provided danishes and coffee as a morning snack. The conference provides lunch, dinner only on Tuesday, afternoon cookies and ends on Wednesday at 11:00 am and does not provide lunch on the final day. Mrs. International arrives home from the airport at 11:00pm on Wednesday. She paid $120 for parking her car at the airport. This means 3 overnight stays for our traveler, making them eligible for reimbursement for both hotel and meals [3 breakfasts & 3 dinners and 1 lunch], as they are in travel status. Mrs. International is asking for a Cash Advance of $720.00 to cover the cost of the hotel so she can have the funds available on her debit card to cover the cost of the hotel stay and parking at the airport.

Note: When Mrs. International gets her final bill she notes that the hotel charged Tax of 20% and a Wifi Fee of $15 per night.

Not sure the Per Diem rates for traveling in the state of Hawaii? Use the Defense Travel Management Office Per Diem Rate Table

PREREQUISITE STEP:

BEFORE the conference Mrs. International needs to submit her Travel Authorization:

  • Create and submit a Travel Authorization (TA) for a 4-day conference to Hawaii.
    • Mileage [30 miles] from home to Sea-Tac with departure time of 6:00pm.
    • Conference Cost of $1195.
    • Hotel Cost $200.00/night (under per diem) at in Hawaii for the first, second and third day of travel.
      • Remember to use the NEW Expense Types for Hawaii!
    • Hotel Tax of $40/night.
    • Hotel Miscellanous Wifi Fee of $15 for the first, second and third day of travel.
    • Airport Parking Fee of $120 for day for 4 days.
    • 7 Meal [3 breakfasts & 3 dinners and 1 lunch] Per Diems for Honolulu, HI.
    • Airline Cost Quote of $990 round trip.
    • Mileage home [30 miles] from airport to home with arrival at 11:00pm.
    • 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
  • Return to this scenario guide after the creation and submission step is complete 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.
  • 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 travel to Hawaii and therefore considered under "International" travel approval requirements, 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.

Note that travel to Hawaii requires "Agencies not reporting to the Governor must have prior written approval of the agency's governing body or its managerial designees." Per the SAAM Manual (Section 10.10.5b, starting on page 66), therefore it will require a higher level of approval in the approval workflow.

BEFORE the her trip to Hawaii Mrs. International needs to submit a Cash Advance:

  • Create and submit a Cash Advance (CA) request for $720.
  • QRG LINK:Cash Advance
  • Return to this scenario guide after the creation and submission step is complete to proceed with the next step.
  • After submitting the Cash Advance for approval as the "Traveler," login as the "Travel Coordinator" to approve the request as each approver.
  • QRG LINK:Cash Advance Approval Workflows

AFTER travel, Mrs. International decides to submit her Expense Report:

  • Create and submit an Expense Report (EX), citing both the TA and CA (if approved).
    • Mileage [30 miles] from home to Sea-Tac with departure time of 6:00pm.
    • Conference Cost of $1195.
    • Hotel Cost $200.00/night (under per diem) at in Hawaii for the first 3 days of travel.
      • Remember to use the NEW Expense Types for Hawaii!
    • Hotel Tax of $40/night.
    • Hotel Miscellaneous Wifi Fee of $15 for the first 3 days of travel.
    • Airport Parking Fee of $120 for day for 4 days.
    • 7 Meal [3 breakfasts & 3 dinners and 1 lunch] Per Diems for Honolulu, HI.
    • Airline Actual Cost of $1125 round trip - (non-reimbursable).
    • Mileage home [30 miles] from airport to home with arrival at 11:00pm.
    • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this expense reimbursement for travel.
  • QRG LINK: Expense Reports
    • Return to this scenario guide when the creation and submission step is complete to proceed with the next step.
  • After you have submitted the Expense for approval as the "Traveler", login as the "Travel Coordinator" to approve the travel reimbursement request for each approver.
  • QRG LINK: Expense Report Approval

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. Because this scenario includes travel to Hawaii and therefore considered under "International" travel expense reimbursement approval requirements, an additional approver is added to the workflow. 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 "international" traveling employees have been added to the PCP environment to enable colleges to experience the state of the Traveler Profile for an employee traveling to Hawaii. Login using the provided Username and the generic password of: Hawaii123! 

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  101055202 Glen International
Bellevue College 101065547 Ali International
Bellingham Technical College 101064097 Diane International
Big Bend Community College 101044169 Madison International
Cascadia College 101020314 Paramore International
Centralia College 101055970 Lane International
Clark College 202502978 Harley International
Clover Park Technical College 101055632 Montana International
Columbia Basin College 101050166 Raphael International
Edmonds College 101032409 Charley International
Everett Community College 101038588 Flynn International
Grays Harbor College 101057164 Tony International
Green River College 101043356 Riley International
Highline College 101026844 Lane International
Lake Washington Institute of Technology 101021908 Quince International
Lower Columbia College 101019325 Sky International
Olympic College 101016014 Terry International
Peninsula College 101014264 Fabian International
Pierce College District 101010988 Perry International
Renton Technical College 101025742 Sage International
SBCTC 101006314 Ellery International
Seattle Colleges 101023463 Micah International
Shoreline Community College 101027520 Billie International
Skagit Valley College 101035576 Dane International
South Puget Sound Community College 101058394 Paris International
Spokane District 203198803 Samar International
Tacoma Community College 201655193 Dylan International
Walla Walla Community College 101051536 Alice International
Wenatchee Valley College 201651559 Ode International
Whatcom Community College 101033879 Quinn International
Yakima Valley College 101063250 Kendall International
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 Traveler Coordinator Name
Bates Technical College  10154953 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 1010162308 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 Community College 202417624 Shoreline TravelCoordinator
Skagit Valley College 201721757 Skagit 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 Wenatchee TravelCoordinator
Whatcom Community College 101046006 Whatcom TravelCoordinator
Yakima Valley College 101049260 Yakima TravelCoordinator

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