create domestic travel request & apporoval process v 1 · pdf filecreate domestic travel...

2015-04-05 1

Create Domestic Travel Request & Apporoval Process V 1.1

CREATE DOMESTIC TRAVEL REQUEST & APPOROVAL PROCESS

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Table of Contents 1.1. Create Domestic Travel Request & Apporoval Process .................................................................... 4 1.1.1. Login To Portal ..................................................................................................................................... 4 1.1.2. Navigating to Employee Self Service ................................................................................................... 5 1.1.3. Self- Services Screen ........................................................................................................................... 5 1.1.4. Navigate to Travel and Expenses ......................................................................................................... 6 1.1.5. Navigate to Travel and Expenses cont... .............................................................................................. 6 1.1.6. Navigate to Travel and Expenses cont... .............................................................................................. 7 1.1.7. Create Travel Request contd... ............................................................................................................. 7 1.1.8. Create Travel Request contd... ............................................................................................................. 7 1.1.9. Create Travel Request contd... ............................................................................................................. 8 1.1.10. Create Travel Request contd... ........................................................................................................... 9 1.1.11. Create Travel Request contd... ......................................................................................................... 10 1.1.12. Create Travel Request contd... ......................................................................................................... 11 1.1.13. Create Travel Request contd... ......................................................................................................... 12 1.1.14. Create Travel Request contd... ......................................................................................................... 13 1.1.15. Create Travel Request contd... ......................................................................................................... 14 1.1.16. Create Travel Request contd... ......................................................................................................... 14 1.1.17. Create Travel Request contd... ......................................................................................................... 15 1.1.18. Create Travel Request contd... ......................................................................................................... 15 1.1.19. Create Travel Request contd... ......................................................................................................... 16 1.1.20. Create Travel Request- Enter Travel Services: Add Flight .............................................................. 17 1.1.21. Create Travel Request- Enter Travel Services: Add Flight...cont... ................................................. 18 1.1.22. Create Travel Request- Enter Travel Services: Add Flight...cont... ................................................. 19 1.1.23. Create Travel Request- Enter Travel Services: Add Hotel ............................................................... 20 1.1.24. Create Travel Request- Enter Travel Services: Add Hotel..cont... ................................................... 21 1.1.25. Create Travel Request- Enter Travel Services: Add Car Rental ...................................................... 22 1.1.26. Create Travel Request- Enter Travel Services: Add Car Rental..cont... .......................................... 23 1.1.27. Create Travel Request- Enter Travel Services: Delivery of Travel Documents ............................... 24 1.1.28. Create Travel Request-Review and Save ........................................................................................ 25 1.1.29. Create Travel Request-Review and Save..cont... ............................................................................ 26 1.1.30. Create Travel Request-Review and Save..cont... ............................................................................ 27 1.1.31. Create Travel Request-View Saved Request Form ......................................................................... 28 1.1.32. Create Travel Request-View Saved Request Form ......................................................................... 28 1.1.33. Create Travel Request-View the Status in Traveler Work Center .................................................... 29 1.1.34. Create Travel Request-View the Status in Traveler Work Center .................................................... 29 1.1.35. Create Travel Request - SAP NetWeaver Portal - Google Chrome ................................................. 30 1.1.36. Create Travel Request-Submit Travel Request for Approval..cont... ............................................... 30 1.1.37. Create Travel Request - SAP NetWeaver Portal - Google Chrome ................................................. 31 1.1.38. Create Travel Request-Submit Travel Request for Approval.cont... ................................................ 32 1.1.39. Create Travel Request-View the Status after Sending it for approval .............................................. 32 1.1.40. Login As Approver ............................................................................................................................ 33 1.1.41. Navigate to Approvals ...................................................................................................................... 34 1.1.42. Navigate to Approval..cont... ............................................................................................................ 34 1.1.43. View Travel Request Details ............................................................................................................ 35 1.1.44. View Travel Request Details..cont.................................................................................................... 35 1.1.45. View Travel Request Details..cont.................................................................................................... 35 1.1.46. Approve/ Reject/ Send back ............................................................................................................. 36 1.1.47. Travel Request approval by Reporting Manager Contd.. ................................................................. 37 1.1.48. Travel Request approval by Reporting Manager Contd.. ................................................................. 37 1.1.49. Travel Request approval by Reporting Manager Contd.. ................................................................. 38 1.1.50. Travel Request approval by Reporting Manager Contd.. ................................................................. 38 1.1.51. Travel Request approval by Reporting Manager Contd.. ................................................................. 39 1.1.52. Status of Approved Request ............................................................................................................. 39 1.1.53. Create Travel Plan ............................................................................................................................ 40 1.1.54. Create Travel Plan: Book a Travel Service ...................................................................................... 40 1.1.55. Create Travel Plan: Book a Travel Service..cont... .......................................................................... 41


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1.1.56. Create Travel Plan: Book a Travel Service..cont... .......................................................................... 42 1.1.57. Create Travel Plan: Book a Travel Service..cont... .......................................................................... 43 1.1.58. Create Travel Plan: Book a Travel Service..cont... .......................................................................... 44 1.1.59. Create Travel Plan: Book a Travel Service..cont... .......................................................................... 44 1.1.60. Create Travel Plan: Cancel a booked travel Service........................................................................ 45 1.1.61. Create Travel Plan: Cancel a booked travel Service..cont... ............................................................ 46 1.1.62. Create Travel Plan: Cancel a booked travel Service..cont... ............................................................ 47 1.1.63. Create Travel Plan: Cancel a booked travel Service..cont... ............................................................ 47 1.1.64. User Specific Settings ...................................................................................................................... 48 1.1.65. User Specific Settings contd... .......................................................................................................... 49 1.1.66. User Specific Settings contd... .......................................................................................................... 49 1.1.67. User Specific Settings contd... .......................................................................................................... 50 1.1.68. User Specific Settings contd... .......................................................................................................... 50


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1.1. Create Domestic Travel Request & Apporoval Process

1.1.1. Login To Portal

Step Action

(1) Enter the User Id

(2) Enter The Password

(3) Click on Log On .


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1.1.2. Navigating to Employee Self Service

Step Action

(1) Click on Employee Self Service Tab to view the services available for employees.

1.1.3. Self- Services Screen

Step Action


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Step Action

(1) Click on to view all services under My Services.

1.1.4. Navigate to Travel and Expenses

Step Action

(1) Click to view the hidden Headings

1.1.5. Navigate to Travel and Expenses cont...

Step Action

(1) Click Travel and Expenses .


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1.1.6. Navigate to Travel and Expenses cont...

Step Action

(1) Click on Travel Work Center.

1.1.7. Create Travel Request contd...

Step Action

(1) Click .



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Step Action

(1) Click .


Carbon Footprint confirmation screen appears. Click 'No' to continue to raise Travel Request. If clicked on 'Yes', then the screen will be closed.

Step Action

(1) Click .


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Step Action

(1) Click on Calendar of Trips. This would open up a calendar view.


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If there is already travel request raised, it is indicated by green in the calendar. if there is an expense statement generated for a travel request, it is indicated by red

Step Action

(1) Select the Start Date using the calendar


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Step Action

(1) Enter Start Time

(2) Enter End Date.

(3) Enter End Time

(4)

Select Self and Guest Travel booking type. Select the appropriate option from the drop down.

Self - Through self booking tool:- To be used when flight to be booked by self directly from the 3rd party portal (Currently not in use)

Self - Domestic Travel Desk:- To be used when travel services to be booked through the travel desk & only for self.

Self & Guest:- To be used when travel services to be booked for self & the guest

Guest:- To be used when travel services to be booked for guest only


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Step Action

(1)

Select the Country from the drop down. India, Nepal, Bangladesh & Bhutan are considered to be as domestic country. For Powerlinks, all the A class cities of India are available in the dropdown list. Selection of proper city is important for Powerlinks employees, since there is different perdiem rates (Meals & Accommodation) for the A class cities & B class cities.

(2) Enter Destination

(3) Select a reason of trip from the dropdown of "Activity (Planning) section

(4) Click Enter Estimated Costs .

Estimated cost is used for budgeting purpose. After approval, amount is booked at Funds Center level. System checks the budget availability & if budget not available as per the estimated cost, system does not allow to submit the request.


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Step Action

(1) Enter the Estimated Costs against various Travel Mediums

(2) Click Accept .


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Step Action

(1) Enter the reason of travel in detail

(2) Click on Change Cost Assignment if the chargeability cost center to be changed. By default system takes the employee's cost center which is maintained in his master data.


Step Action


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Step Action

(1) Select Cost Center or WBS Element from the List of Accounting Objects

(2) Enter the New Cost Center from the dropdown if required.

(3) Click on Accept.

(4) Click on Accept


Step Action

(1)

Visa, Insurance & Mobile device selection is only permitted for International Travel. On the basis of the selection the respective administrator will receive auto mail notification. In case an employee selects the same for domestic travel including India, Nepal, Bangladesh & Bhutan, an error message will displayed.


Step Action


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Step Action

(1)

Error message displayed if Visa, Insurance or Mobile device selected for domestic travel as below:-

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Step Action

(1) Click on Enter Travel Services .


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1.1.20. Create Travel Request- Enter Travel Services: Add Flight

Step Action

(1) Click .


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1.1.21. Create Travel Request- Enter Travel Services: Add Flight...cont...

Step Action

(1) Enter the From Country

(2) Select the From Location

(3) Select the To Location

(4) The Comment field is cleared.

(5) Click on Add Return Flight if want to add a return flight


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1.1.22. Create Travel Request- Enter Travel Services: Add Flight...cont...

Step Action

(1) Enter the departure time details


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1.1.23. Create Travel Request- Enter Travel Services: Add Hotel

Step Action

(1) Click on Add Hotel


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1.1.24. Create Travel Request- Enter Travel Services: Add Hotel..cont...

Step Action

(1) Select the Destination

(2) Enter the Comment


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1.1.25. Create Travel Request- Enter Travel Services: Add Car Rental

Step Action

(1) Click on Add Car Rental.


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1.1.26. Create Travel Request- Enter Travel Services: Add Car Rental..cont...

Step Action

(1) Enter the Pickup Location

(2) Enter the Dropoff Date

(3) Enter the Dropoff Time

(4) Enter the Dropoff Location


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1.1.27. Create Travel Request- Enter Travel Services: Delivery of Travel Documents

Step Action

(1) Enter the Requested Delivery Date

(2) Select the Delivery Location/ Area

(3) Enter the Employee Id of the Recipient

(4) Enter the details of Delivery Location/Area

(5) Click On Accept.


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1.1.28. Create Travel Request-Review and Save

Step Action

(1) Click on Review


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1.1.29. Create Travel Request-Review and Save..cont...

Step Action

(1) Select Save Draft

(2) Click on Save Draft


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1.1.30. Create Travel Request-Review and Save..cont...

Step Action

(1) Message appears that Travel Request has been saved. A Request Number is generated.


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1.1.31. Create Travel Request-View Saved Request Form

Step Action

(1) Click on Display Request Form

1.1.32. Create Travel Request-View Saved Request Form


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1.1.33. Create Travel Request-View the Status in Traveler Work Center

Step Action

(1) Under My Services Select Traveler Work Center

1.1.34. Create Travel Request-View the Status in Traveler Work Center

Step Action

(1) Click All My Travel Request to view the created Travel Request

(2) The Processing Status of the request is In Processing.

(3) Select the Request

(4) Click on Change


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1.1.35. Create Travel Request - SAP NetWeaver Portal - Google Chrome

Step Action

(1) Click on Review.

1.1.36. Create Travel Request-Submit Travel Request for Approval..cont...

Step Action


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Step Action

(1) Select Save and Send for Approval

(2) Click on Save and send for Approval.

1.1.37. Create Travel Request - SAP NetWeaver Portal - Google Chrome

Upon cliking on "Save & Send for Approval", the Carbon emission due to the travel screen appears. Click on 'Yes' to submit the travel request or click on 'No' to not to submit the travel request.

Step Action

(1) Click .


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1.1.38. Create Travel Request-Submit Travel Request for Approval.cont...

Step Action

(1) Message would appear that the Travel Request was saved A mail is triggered to the approver.

1.1.39. Create Travel Request-View the Status after Sending it for approval

A mail is trigerred to the Approver with CC to the requestor


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Step Action

(1) Click Released for Approval .

1.1.40. Login As Approver

Step Action

(1) Enter the User Id

(2) Enter The Password

(3) Click on Log On .


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1.1.41. Navigate to Approvals

Step Action

(1) Click on Tab Employee Self Service

1.1.42. Navigate to Approval..cont...

Step Action

(1) Click to view the list of All Approvals


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1.1.43. View Travel Request Details

Step Action

(1) Click on the Approval Line Item to view the Travel Document.

1.1.44. View Travel Request Details..cont...

1.1.45. View Travel Request Details..cont...


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Step Action

(1) Click Back to view the Approval/ Send Back/ Withdraw

1.1.46. Approve/ Reject/ Send back

Step Action

(1)

Click on Approve travel Request to Approve. Click on Send Travel request back for corrections to send it back to the requestor. It would ask for a reason. Click Reject Travel Request to Reject the travel request. Mails would get trigerred in all the three cases

(2) Click to see the attachment

After Manager's Approval, If other than own Cost Center or WBS element is selected at the time of Travel Request Creation, then it would go to the respective owner for Approval (as a second level approval)


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1.1.47. Travel Request approval by Reporting Manager Contd..

Step Action

(1) Click here


Step Action

(1) Clicking the entry


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Step Action

(1) Click the document

(2) Click see the document. The document opens in a new tab. After viewing the document, close it.

(3) Click X to close


Step Action

(1) After cheking the document click Close .


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Step Action

(1) Click .

1.1.52. Status of Approved Request

Step Action

(1) Status is changed to Request Approved when view in the Travel Work Center by the requestor

(2) Once Approved, the Create Travel Plan is Activated


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1.1.53. Create Travel Plan

Step Action

(1) Click on Create to Create Travel Plan

1.1.54. Create Travel Plan: Book a Travel Service

Over Here booking can be done for various Travel Services that were selected/ entered while creating Travel Request

Step Action

(1) Click Book Flight .


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1.1.55. Create Travel Plan: Book a Travel Service..cont...

Step Action

(1)

If the details of this travel service was included in the Travel Request, it would appear below,

Click Expand Node to view and book


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Step Action

(1) Click on Book to send a mail to the service provider to book.


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Step Action

(1) Request Confirmation would appear. Click on Yes


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Step Action

(1) Enter the Comment.

(2) Click on Submit



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Step Action

(1) Mail Sent Message would appear

1.1.60. Create Travel Plan: Cancel a booked travel Service

Step Action

(1) Click on Cancel to send a cancel mail to the service provider.


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1.1.61. Create Travel Plan: Cancel a booked travel Service..cont...

Step Action

(1) Request Confirmation would appear. Click on Yes


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Step Action

(1) Enter the Comment.

(2) Click on Submit



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Step Action

(1) Mail Sent Message would appear

Similarly Book and Cancel Other Travel Services If a particular Travel Service detail was not entered/ Selected at the time of Travel

Request Creation, the following message would appear:

1.1.64. User Specific Settings

This is a user specific settings, where an user can personalize the Travel Work Center screen. You can decide which column to be shown.

Step Action

(1) Right click on the Travel Work Center screen & click on User Settings.


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1.1.65. User Specific Settings contd...

Step Action

(1) Select Trip Number to show the same in the Travel Work Center. In the same way multiple columns can be added as desired.

(2) Click Add



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Step Action

(1) Select Trip Number .

(2) Click . to place the added column in dessired sequence


Step Action

(1) Click the desired column sequence from which you want to freeze the column, so that while scrolling the column would be displayed always.

(2) Click Save and Close .


Step Action


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Step Action

(1)

Now the is displayed in the Travel Work Center Screen. In the same way, it can be done for other tabs also. Since it is a user specific settings, the changes done would be displayed only to the particular user.