Travel Portal User Guide: Traveller Arrangermams.rmit.edu.au/xbc9q2wfjhq.pdfTravel Portal User...

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Travel Portal User Guide: Travel Arranger How to create a travel approval for: Travellers with an e-number (staff) Travellers without an e-number (external/students) e

Transcript of Travel Portal User Guide: Traveller Arrangermams.rmit.edu.au/xbc9q2wfjhq.pdfTravel Portal User...

Page 1: Travel Portal User Guide: Traveller Arrangermams.rmit.edu.au/xbc9q2wfjhq.pdfTravel Portal User Guide: Travel Arranger How to create a travel approval for: Travellers with an e-number

Travel Portal User Guide: Travel Arranger How to create a travel approval for: Travellers with an e-number (staff) Travellers without an e-number (external/students)

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Contents —

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Attach quote & documents 16

Purpose of Travel Screen 17 Attach Quote & Supporting Documents 18

Fill-in Flight and Cost Estimates 19

Flights Screen 20 High Risk Travel Assessment 21 Skip Accommodation & Car Hire 22 Cost Estimates Screen 23 Cost Estimate Definitions 24 Per Diem Calculator 25

Submit for Approval 26

Confirmation Screen – RMIT Staff 27 Confirmation Screen – External traveller 28 Traveller Approval at a Level 0 29 Approval Workflow 30 Hints & Tips 31

Book 32 Forward Approved Email to Consultant 33 Approved but can’t find email? 34

Overview 2

Plan 3 Have the conversation 4 Get a Quote 5 Travel Risks and Visas 6

Approval 7 Create a requisition 8 Log into Travel Portal 9

Turning off Pop-Up Blocker 10 Portal Home Screen 11 International/Domestic Requisition 12 Traveller Details Screen 13 Traveller Details Screen External Traveller 14 Navigating in the Travel Portal 15

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Overview

1. Plan Get a Quote through a RMIT preferred travel management company and Research travel risks & visa requirements.

2. Approval Create a requisition in the RMIT Travel Portal (RTP) and submit for approval.

3. Book Forward approval email to your Travel Consultant, finalising your itinerary and obtaining a final e-ticket.

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e Traveller with an e-number? Follow pages with this symbol

External traveller with no e-number? Follow these pages!

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Plan

• Have the Conversation • Get a Quote • Travel Risks and Visas

Research Your Trip & Get Advice

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Plan: Have the Conversation —

Discuss with your traveller their travel plans they have confirmed with their supervisor:

Do they have a travel budget to cover cost?

Have they checked with International SOS travel advisory f or security and safety alerts and information on their travel destination?

Do they require a visa to their travel destination?

Have they flown for RMIT before? Do they need the TMC to provide them with a profile form to complete?

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Plan: Get a Quote —

Contact an approved RMIT Travel Management Company (TMC)

CT Connections

P 03 8527 4040 / 1300 068 107 E [email protected] W www.ctconnections.com.au

ATPI Voyager

P 1300 082 504 (toll free) E [email protected] W www.atpi.com/voyager/au-en

Reho Travel (Study Tours)

P (03) 9823 5288 E [email protected] W www.reho.com

For more information: www.rmit.edu.au/travel/providers

The university travel policy requires all travellers funded by RMIT to book via the approved travel management companies to ensure duty of care requirements are met.

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Plan: Travel Risks and Visas —

International SOS RMIT membership number (available to all travelling staff members) is 12ACPA000012. For more information please visit www.rmit.edu.au/travel/risk&safety

All RMIT travellers have 24/7 access to the International SOS Global Assistance Program for travel advice and assistance. Provide your traveller the link to International SOS BEFORE THEY LEAVE THEY WILL HAVE:

- Access to pre-travel information including vaccinations, real-time information on country guides, online medical and security reports

- Can download the International SOS App through their App or Play Store by searching “International SOS”

DURING THEIR TRAVEL THEY CAN:

- Seek health, safety and security advice - Speak with an experienced, Western-trained doctor or

security specialist - Gain access to a local doctor or medical attention

including supplies of medical equipment - Request travel advice on loss of travel documents

or legal assistance

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Approval —

• Create a requisition • Attach quote & documents • Fill in flight & cost estimates • Submit for approval

Create & Submit Your Requisition Through the Travel Portal

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• Logging into Travel Portal • Turning off your browser pop-up blocker • Portal Home Screen • International/Domestic Requisition • Traveller Details Screen – RMIT Staff /

External travellers • Navigating in the Travel Portal

Each RMIT traveller must be on a separate requisition number in order to be properly covered by the RMIT business insurance. Only staff members with valid e-numbers are able to access the Travel Portal. External Travellers will require assistance from an RMIT Staff member with a valid e-number and share common faculty and org unit.

Helpful Topics:

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Approval: Create a Requisition —

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Head to: www.rmit.edu.au/travel

Click on this button, located on the right side of the screen

You will be prompted to login on this screen. Only staff with a valid e-number can access the travel portal.

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— Approval Logging into the Travel Portal

Create a Requisition

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Google Chrome Windows Internet Explorer

Mozilla Firefox

1. In the address bar, click Pop-up blocked

2. Click the link for the pop-up window you'd like to see.

3. To always see pop-ups for the site, select Always allow pop-ups from [site] Done.

1. Open Internet Explorer, select the Tools button and then select Internet options.

2. On the Privacy tab, under Pop-up Blocker, clear the Turn on Pop-up Blocker check box, and then select OK

1. When blocking a pop-up, an information bar is display at the top of the screen.

2. Click on Options and select Allow pop-ups for this site.

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The RMIT Travel Portal (RTP) requires your browser Pop-Up Blocker to be disabled in order to function properly. To turn off pop-up blockers, please refer to this How to Disable your Browser’s Pop-Up Blockers guide

— Approval Turning off your Pop-Up Blocker

Create a Requisition

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This screen is your “Portal Home” page. You can find a list of all travel requisitions you have created or have been created on your behalf.

Trips you have created for your own travel arrangements

Trips you have created for others (Travel Arrangers Only)

Status of your Requisition. “New” when it has not been submitted for approval yet (or un-submitted for amendments).

See which approver your requisition is currently sitting with

Icons: Travel Diary

More Information Access the requisition

Did you know? If an approver requests for more information, you can input it into your current requisition using the ‘more information’ icon.

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— Approval Portal Home Screen

Create a Requisition

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On the home screen: Your requisition type will always appear on the top left of your requisition.

Domestic Requisition

Click ‘Full Request’ on the drop down menu

International Requisition

Click ‘Complex Request’ on the drop down menu

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Approval Domestic / International Create a Requisition

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Requisition number generated once “Create Requisition” is clicked

! Important

You must open individual requisition numbers for each RMIT traveller, even if travelling together.

Only for secondary externally-funded travellers. eg. Spouse and/or child

DO NOT change the email address as any override made will corrupt the requisition!

Blue box will highlight what screen you are currently on

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Approval Traveller Detail Screen – Travellers with an E-Number ONLY

Create a Requisition

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Use the “Get Traveller” button to find & select the staff traveller. If you cannot see this “Get Traveller” button, please email [email protected] to be setup as a Travel Arranger.

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Travel Portal User Guide: Travel Arranger

Approval —

Requisition number generated once “Create Requisition” is clicked

Only for secondary externally funded travellers ie. Spouse and/or child

Travellers will follow the arrangers’ approval workflow, so they must share common faculty & org unit.

Travellers cannot claim per diems when requisitions are created with this method.

You CANNOT change the email address manually. Leave this as your own.

Simply type over your own details to create requisitions for external & student travellers.

Traveller Details Screen – External & Student Travellers ONLY

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! Important

You must open individual requisition numbers for each RMIT traveller

Create a Requisition

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Icons:

Email trip to traveller Cancel the requisition completely Cancel, but requisition will remain on Portal Home

View approval workflow and approval audit trail

Print trip plan Save Requisition Attach files to requisition

Tool bar to indicate what page of the requisition you are currently on. Page is highlighted in blue box

Click to go to your Portal Home page at any time

Jump back…

into a created requisition, click the “blue aeroplane” icon located on your Portal Home screen.

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Approval Navigating through the Portal Create a Requisition

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Approval: Attach Quote & Documents —

Helpful Topics:

Attach any travel cost estimates (quote) from your preferred RMIT travel agent, along with any supporting documentation for the travel.

Use the free text field to inform your approver of documents attached and where you have obtained cost estimates from.

• Purpose of Travel Screen • Attach Quote & Supporting Documentation

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Select your Trip Reason

Fill in travel reason and specify any private days planned during your travellers itinerary.

Attach any supporting documentation to assist approvers.

Specify any private travel days your traveller will be combining with their business travel

(Not applicable to External Travellers)

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Approval Purpose of Travel Screen Attach Quotes & Documents

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! Important

Turn off your browser pop-up blocker to avoid system errors

Use free text box to list attached documents or any further information to support your travel request

Use the ‘paperclip’ icon to attach quote for your travel arrangements and any other supporting documents.

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Attach Quote & Supporting Docs Attach Quotes & Documents Approval

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Approval: Flight & Cost Estimates —

Helpful Topics:

The Flights screen is essentially the trip plan and allows the approvers to view which destinations are being travelled to. This screen will also detect if travel is going to high risk destinations.

The Cost Estimates screen is where you input the budget against relevant internal order numbers. This is also where you can fill in a per diem claim for eligible travellers without corporate credit cards. Not applicable to students or external travellers.

• Flights Screen • High risk assessment form • Skip Accommodation & Car Hire Details Screen • Cost Estimates Screen – Selecting Internal Order Numbers • Per Diem Calculator

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Approval —

This is a trip plan to notify your approvers of destinations that you will be travelling to. Destinations in transit are not required to be entered in the flights section as this information will be included on the itinerary you will attach to your requisition

Risk rating will appear once you enter destinations. Risk ratings are refreshed daily and are inputted from International SOS.

Use “Flight Comments” box to state how you sourced your cost estimate and itinerary. NOTE: For travel where you are not flying, still complete the “Flight From” and “Flight To” fields and enter your comments. Eg. Driving to destination

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Flights Screen Flights & Cost Estimates

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High Risk Assessment Form —

If the country your traveller is proposing travel to is deemed to be a high or extreme risk destination they will need to assist you with what detail to enter into the High Risk Travel Assessment Form prior to you submitting their travel request. This form easily identified and accessible by the symbol located within your travel request.

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Tick correct box that relates to their travel plans

Column 1: Enter in identified risk in the country they are travelling to. Column 2: The information your traveller provides you on what preventative measures they will take to avoid the identified risks

Important This form must be completed saved and closed before submitting your request for approval

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Approval —

Contact your consultant at a RMIT preferred travel agency to book your accommodation requirements. Attach supporting documentation via the “paper clip” in the requisition.

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Accommodation & Car Hire Screen Flights & Cost Estimates

SKIP: Attach Relevant Documentation

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Approval —

Selecting Internal Order (IO) Numbers Contact your finance officer if your are unsure what internal order number you need to use

Select your IO number: To add an IO number, select the “magnifying glass” icon to bring up a search box. Click on the blue link to “Add to Favourites”.

! Important

You must place a value against any line where you have selected an IO Number if no value required leave line item blank or you will not be able to proceed past this screen.

Choose internal order numbers saved to your favourites by using the “white arrow boxes”

Choose alternative Travel Expense Category (great for splitting costs across different IOs) by using the “white arrow boxes”

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Cost Estimates Screen Flights & Cost Estimates

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Approval: Fill-In Flight and Cost Estimates —

Cost Estimates Screen - Definitions

Travel Portal User Guide: Travel Arranger 24

A B C D

Internal Order Number > ‘Not Required’

Allocation of ‘Not Required’ is used for external or self funded travel. Uni. Funded

Selected if RMIT are paying for the travel or an external company pays money into an RMIT IO & WBS Account, and RMIT is billed by the travel agent.

Externally Funded

External company arranges all travel requirements and payments. Self Funded

Traveller pays for their own travel without seeking reimbursement from RMIT.

B

A C

D

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Approval —

• The Flights Screen of the requisition must be completed to obtain the allowance calculation

• Only one Internal Order Number can be used towards your per diem payment

Discuss with your supervisor to determine whether or not a travel allowance will be paid, or whether the full amount calculated will be paid. IMPORTANT: No e-number? No per diem! DO NOT lodge per diems for travellers WITHOUT an e-number as these will be rejected.

On the Cost Estimates Screen:

Bring up the Per Diem Calculator by clicking the “green circle” icon

Remember to match your Per Diem amount to an IO Number!

Click “Post Claim to Requisition once you are happy with your entry.

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Per Diem Calculator – Travellers with an E-Number ONLY

Flights & Cost Estimates

RMIT Policy: If the traveller has a corporate card they cannot submit a Per Diem request.

For more information: www.rmit.edu.au/travel/taxandexpenses

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Approval: Submit for Approval —

Helpful Topics:

The confirmation screen consists of a list terms & conditions. It is a requirement for the traveller to accept these policy conditions. The request will then continue through the approval process. Arranging travel for external travellers/students will require you to accept terms and conditions on behalf of the traveller.

Approval of your requisition is based on financial delegation and you can view which approver your requisition is currently sitting with at anytime.

• Confirmation Screen – RMIT Staff Travellers • Confirmation Screen – Travel Arrangers requestion on behalf of External Travellers • Approval Workflow • Traveller Level 0 – How RMIT travellers accept arranged travel requisitions

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Submit to Traveller

Approval: Submit for Approval —

Confirmation Screen – Travellers with an E-Numbers

All boxes are greyed out and cannot be ticked.

Select appropriate Level 1 Approver from the drop down menu on “Confirmation” Screen. (If required)

If you arranged travel for RMIT staff traveller using “Get Traveller” button, you cannot tick the terms & conditions boxes. Instead, an email is sent to your traveller for them to review and accept the arranged travel.

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Travel Portal User Guide: Travel Arranger

Approval: Submit for Approval —

Confirmation Screen – External & Student Travellers ONLY

Tick all the terms & conditions boxes and click “Accept Policy Conditions”

Select appropriate Level 1 Approver from the drop down menu on “Confirmation” Screen

Submit for Approval

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Approval: Submit for Approval —

Traveller will receive an email labelled *ACTION REQUIRED* from ‘[email protected]’ to accept Terms & Conditions

As the traveller, click the ‘Review/ Approve Travel Request’ link in the email and be taken to a webpage shown on the right

Tick all 5 boxes

Click “Accept Travel Request”

A ‘green tick’ appears on the left side of your browser page if acceptance is successful

Level 0 – Travellers with e-numbers Acceptance Email

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In Outlook Inbox:

In Gmail Inbox:

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Approval: —

To view the approval workflow at any time click the “man woman” icon located within the requisition

You can also track where your requisition is sitting on your Portal Home Screen.

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Approval Workflow Submit for Approval

Should the approval workflow be incorrect, to investigate contact: [email protected]

Travel requisitions will now follow financial delegation along the travellers‘ approval line. This means that requisitions will be approved based on value.

Please note that requisitions: • Created by travel arrangers will still require traveller

terms & conditions acceptance (via current email arrangement)

• Will still flow through your financial officers for budgetary checks

• That fall in the “High/Extreme" risk category will escalate to COO for review and final approval

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Approval —

Hints & Tips

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Level 1 approver has not received my traveller requisition.

If your requisition has been submitted but a certain approver has not received notification to review and/or action, it could be: • In the travellers or travel approvers spam folder • With the traveller to accept T&C’s of their travel • With the finance manager for their approval

(this appears as “Level 0 – (GRP) [finance group]” in the approval workflow audit trail); or

• With an incorrect approver • Not submitted yet.

You can see access the approval workflow audit trail by going into your requisition via the icon and clicking the icon.

How do I amend a requisition once it’s been submitted?

A submitted requisition is greyed out and locked for editing. To amend a submitted requisition: 1. Log onto the RTP and click the icon on your “Portal

Home” screen 2. Go to the “Confirmation” tab 3. At the bottom of this screen, you will see an “Unsubmit

Approval” button. Click to Unsubmit. 4. This will bring you back to your Portal Home screen,

where you can now access your editable requisition via the icon again.

Once you are done with your edits, simply go back to the “Confirmation” tab and “Submit for Approval”. Your requisition will then re-enter your approval workflow from level 0.

Submit for Approval

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Book —

• Forward Approved Email to your consultant • Approved but can’t find email?

Requisition Approved? Proceed to Book Your Travel

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Click the ‘Printer’ icon

Press “Control +P” on your keyboard to bring up your print dialog box.

Select your PDF writer and save the file to your desktop.

You can now attach this file to your email to send to your travel consultant.

Book Approved but can’t find email? —

Print out your requisition, save as a PDF and email to your travel consultant

On the Portal Home Screen:

Jump back to a created requisition by clicking the blue aeroplane

On the Requisition Screen:

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Forward Approved Email to your Agent and Receive Final E-Ticket

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In your email inbox:

Forward the final approval email (marked “Travel Approved”) to the TMC to get your ticket issued.

The itinerary will then be issued and final e-ticket will be emailed to you.

Google

Outlook

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