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 AND set the specified Cash Advance Level.
  • QRG LINK: Prerequisite Traveler's Profile
  • Set the Cash Advance Level for Coach to: (not to exceed) $1,000.

--> 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:

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 just under 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 ($1,236) for the expected student per diem for Portland, Oregon (for 2 breakfasts ($22), 1 lunch ($23) and 1 dinner ($36)) by checking the Per Diem rate chart on the U.S. General Services Administration Per Diem Rate Table and multiplying the total allowable per diem for the travel period of $103 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 $103 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 (under per diem) for a total of $1,400 (estimated).
    • Remember to use the NEW Expense Type!
  • Estimated Hotel Tax of 18%.
  • Estimated Airport Parking Fee of $40 for the 2 vans.
  • Student Meal Per Diems Portland, OR totaling $1,236.
  • Coach's Meal Per Diem of $103.
  • 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
• Submit the Travel Authorization for approval.
• 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 $1,236, which exceeds the MAX Level and note the error condition message.
• Update the Cash Advance Level limit for Coach to specify: (not to exceed) $1,250.
  • QRG LINK: Cash Advance
  • Submit the Cash Advance for approval.
  • 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).
  • Estimated Airport Parking Fee of $40 for the 2 vans.
  • Student Meal Per Diems Portland, OR totaling $1,236. (citing cash advance)
  • Coach's 3 Meal [for 2 breakfasts ($22), 1 lunch ($23) and 1 dinner ($36)] Per Diems totaling $103.
  • 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
• Submit the Expense Report for approval.
• 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.