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.
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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
- 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.
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.
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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.
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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.
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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
-
Follow this QRG LINK: Cash Advance

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.
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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.
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 |
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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