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
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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.
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Follow this LINK: Prerequisite Traveler's Profile to complete the prerequisite updates necessary for all new employees:
- Update GL Unit
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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.
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:
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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:
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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.
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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:
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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.
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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.
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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.
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 |
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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