• 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.

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.

PREREQUISITE STEP:

• Perform all the recommended prerequisite checks and updates on the Traveler's profile.
  • QRG LINK: Prerequisite Traveler's Profile

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.

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