Scenario 5: Coach Traveling with Students Test

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 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 2.5 - Details > Expense Types Updated
  • TF 3.1 - Cash Advance Chartstring - (Global Chartstring: Account 1010230 Fund 148 Class 082 Dept 98389 State Purpose N)
  • TF 3.2 - Reference Field: Add Travel Authorization ID to Cash Advance
  • TF 5.1 - Error Messages - Review and Update Error Messages

PREREQUISITE STEP:

  • Perform all the recommended prerequisite checks and updates on the Traveler's profile AND set the specified Cash Advance Level.
    • 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
      • Set the Cash Advance Level for Coach to: (not to exceed) $1,000.
      • 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 N/A - The SBCTC Agency is excluded from this scenario.
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 employee they will be ready to create their travel request.

The Travel Situation:

Correction (7/23/25): 
This scenario has been updated to reflect correct lodging and OFM-adjusted meal per diem rates for Portland, OR. Changes have been highlighted below.

In this scenario, the "Traveler" is the Coach.

Coach is getting ready to take the 12 member basketball team to a tournament on the other side of the state. The Assistant Coach will be traveling with the team, as well, but they will file separate travel requests from the coach. The college bus isn't available, so the team will rent two vans, one rented by the Coach, the other rented by the Assistant Coach. They will transport the team to the Tournament in Portland, Oregon. Since the vans are rentals, no mileage is requested for travel to the event on the Travel Authorization or reported on the Expense Report, but the cost of the rental fee for one van ($276.55) will be included in the Coach's travel requests, including the cost of gas for the van the coach is driving ($176).

The team will meet on campus and depart to the tournament in Portland, Oregon. The coach has secured a block of rooms at a hotel just outside Portland, Oregon and got a great price on hotel stays [$200.00/night] which is over the per diem rate per night. Team mates will double up, so that means 6 hotel rooms for the students and the Coach and Assistant Coach will also share a room to show that they're not asking their athletes to do something they themselves won't do. The estimated room charges would be $1,400 before taxes and fees. At checkout the coach puts the hotel cost on a PCard, which includes 18% tax and a $40 charge for parking.

The coach submitted a Cash Advance request of $1,296 for the expected student per diem for Portland, Oregon (for 2 breakfasts ($22), 1 lunch ($25) and 1 dinner ($39) by checking the Per Diem rate chart on the U.S. General Services Administration Per Diem Rate Table, using the OFM adjusted rate values that incorporate the daily incidental allowance into each meal rate and multiplying the total allowable per diem for the travel period of OFM Adjust Rate of $108 by 12 Students. The coach cashes the per diem check and places each student's per diem for the trip in envelops to distribute. Once the students are in the vans, Coach will hand out to each student their $108 per diem amount in cash and have the student sign-off that they received their per diem in cash. This sign-off sheet will be scanned to submit as an attachment to substantiate the distribution of funds.

BEFORE the athletic event Coach needs to submit a Travel Authorization:

  • Create and submit a Travel Authorization (TA) for travel to an event with an overnight stay in Portland, OR.
    • Rental Fee for 1 Van $276.55.
    • Hotel Cost $200.00/night (over per diem) for a total of $1,400 (estimated).
      • Remember to use the NEW Expense Type for Over Per Diem Hotel!
    • Estimated Hotel Tax of 18%.
    • Estimated Hotel Parking Fee of $40 for the 2 vans.
    • Student Meal Per Diems Portland, OR totaling $1,296.
    • Coach's Meal Per Diem of $108.
    • 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
    • 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.
  • 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. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

BEFORE the athletic event Coach needs to submit a Cash Advance:

  • Verify (if needed) that the Cash Advance Level for Coach is set to specify: (not to exceed) $1,000.
  • Create and submit a Cash Advance (CA) request for $1,296, which exceeds the MAX Level and note the error condition message.
  • Update the Cash Advance Level limit for Coach to specify: (not to exceed) $1,300.
    • Follow this QRG LINK: Cash Advance
      • Return to this scenario guide after the creation and submission step is complete to proceed with the next test step.
    • After submitting the Cash Advance for approval as the "Traveler," login as the "Travel Coordinator" to approve the request for each approver.
    • Follow this QRG LINK: Cash Advance Approval Workflows

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. The Cash Advance must be approved BEFORE the travel date. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

AFTER the athletic event Coach needs to submit an Expense Report:

  • Create and submit an Expense Report, citing both the TA and CA.
    • Rental Fee for 1 Van $276.55.
    • Hotel Cost $200.00/night (under per diem) for a total of $1,400 (non-reimbursable - since PCard was used).
      • Remember to use the NEW Expense Type!
    • Hotel Tax of 18% - $252 (non-reimbursable - since PCard was used).
    • Hotel Parking Fee of $40 for the 2 vans.
    • Student Meal Per Diems Portland, OR totaling $1,296. (reimbursable, citing cash advance)
    • Coach's 3 Meal [for 2 breakfasts ($22), 1 lunch ($25) and 1 dinner ($39)] Per Diems totaling $108.
    • Use the Expense Type Identifier tool to identify the correct Expense Type to use for submitting this expense reimbursement for travel.
  • Follow this 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.
  • Follow this QRG LINK: Expense Report Approval Workflows

For the purposes of the Proof-of-Concept testing a generic approval workflow (shown above) is associated with each college. The Cash Advance must be approved BEFORE the travel date and the Expense Report must be submitted AFTER the travel date. This 'generic' approval workflow skips a supervisor approval step to make the testing process go smoother.

Login Credentials for "Traveler" (Coach)

The list below will be used to login to the PCP environment as the "Traveler." These "Coach" traveling employees have been added to the PCP environment to enable colleges to experience the state of the Traveler Profile for an employee traveling as a Coach with students. Login using the provided Username and the generic password of: Coach123! 

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 

*** 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 101059019 Coach Evans
Bellevue College 101038257 Coach Green
Bellingham Technical College 201709669 Coach Hunter
Big Bend Community College 101044164 Coach Bryant
Cascadia College 101019844 Coach Henderson
Centralia College 101059488 Coach Johnson
Clark College 101012359 Coach Rice
Clover Park Technical College 101038820 Coach White
Columbia Basin College 101012668 Coach Boyd
Edmonds College 101031112 Coach Cox
Everett Community College 101038737 Coach Hall
Grays Harbor College 202170870 Coach Phillips
Green River College 101042947 Coach Eddy
Highline College 101026776 Coach Gonzales
Lake Washington Institute of Technology 101054070 Coach Fisher
Lower Columbia College 101019437 Coach Cook
Olympic College 101015270 Coach Lopez
Peninsula College 101013708 Coach Reyes
Pierce College District 101016975 Coach Edwards
Renton Technical College 101054312 Coach King
SBCTC N/A N/A
Seattle Colleges 101024202 Coach Halladay
Shoreline Community College 101063624 Coach Brown
Skagit Valley College 101006883 Coach Washington
South Puget Sound Community College 101052394 Coach Jenkins
Spokane District 101021109 Coach Hayes
Tacoma Community College 101007169 Coach Turner
Walla Walla Community College 101058066 Coach Boady
Wenatchee Valley College 101064093 Coach Mason
Whatcom Community College 101043815 Coach Perrie
Yakima Valley College 101049645 Coach Barnes
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 

*** 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

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