Step 2 - New Travel Request.........................................................................................................................6
Initiating a Request ................................................................................................................................... 8
Section 1 - Travel Description ...............................................................................................................8
Section 3 - Budget & Project ...............................................................................................................11
Section 2 - Expenses -..........................................................................................................................24
Section 3 - Per Diem............................................................................................................................25
Section 4 - Remark ..............................................................................................................................26
TAS is the leading travel software solution for business organizations.
TAS will enable you to manage all your travel processes smoothly and easily.
This manual will guide you through the basic activities of travelling abroad from creating
a travel request to filling out your expense report. Have a safe and enjoyable journey!
Step 1 - First Login and Profile
When a user logs in for the first time, a welcome page will appear (see Picture 1).
Picture 1 - Welcome page
Click on the "User Profile" button to see the profile page (see Picture 2).
4
Picture 2 - User Profile
Here the user will fill in all personal details such as Passport, Visa, Club Memberships, essential telephone numbers, etc.
In case of more than one passport you can mark the name as it appears on each passport in the "Name" tab (see Picture 3), please make sure that the name in the passport section is spelled exactly as it appears on the passport. The user must fill in the missing profile details and passport information prior to submitting his first travel request.
5
Please check the box for the Main Passport.
A scan of each passport should be added in the Attached Files section. (See Picture 4)
Picture 4 - Attached Files
If any of the profile information is incorrect, please contact an HR representative to update the information.
The next time the user logs in to the system the Task page will appear, showing all
pending tasks (see Picture 5).
6
Step 2 - New Travel Request
To open a new travel request click on the "New Travel Request" button (see Picture 6).
Picture 6 - New Travel Request
7
A new window will open up (see Picture 7), enabling the user to create a new trip for
himself or for another traveler. Choose one of the following options:
Picture 7 - Create Travel Request
Pressing the "Continue" button will open the "Travel Request" page (see Picture 8).
Picture 8 - Travel Request
Notice the progress bar at the top of the page where the user can see the TAS number,
the status of the request and the traveler's name (see Picture 9).
Please note that the progress bar shows that the Request is still in the "Travel Request" stage.
Picture 9 - Progress Bar
8
Initiating a Request There are four sections to fill out before initiating the travel request (see Picture 10). The system will alert the user if any mandatory fields have been left empty.
Picture 10 - Travel Request Sections
Section 1 - Travel Description - In this section, the user inserts the dates and destination of
the trip, the purpose of the trip (choose from the dropdown list) and the services required. In order for the system to create the segments, click on the "Specify Your Services" button (see Picture 11).
9
Picture 11 - Travel Description
Section 2 - Travel Specification & Preferences - Here the user can specify a preference for
airline, hotel, car, and flight hours (see Picture 12).
10
Picture 12 - Travel Specifications & Preferences
If the user will require additional services upon arrival, such as a translator, a visa, or a
mobile phone, etc, he can click on the "Miscellaneous" box and choose from the
dropdown list (see Picture 13).
To book local ground services such as hotel and transportation at the destination,
please choose the "Ground Services" option from the drop down list, and add in the
remarks for the specific required services.
11
Picture 13 - Miscellaneous
Section 3 - Budget & Project - In this section the user will usually see the default
department, cost center/WBS and internal order to which he has been assigned. If he
wishes to change it, he can pick one of the values from the relevant fields. The user can
also enter the agenda for the trip in the "Travel Business Remark" field (see Picture 14).
Picture 14 - Budget & Project
Section 4 - Additional Information (see Picture 15)
- Vacation - In this section, the user can enter a request for a vacation during
his trip. The system will deduct the vacation days from the user’s per diem
calculation.
- Additional Travelers - This feature allows the user to inform the company if he
is traveling with a colleague. This can be useful in organizing group travel
(for sharing a taxi, car, hotel, flight, etc.).
12
- Insurance - Here the user informs the company if he needs special
insurance due to medical conditions. When traveling on business JDC
employees are covered by an insurance policy that includes medical
treatment, as well as rescue and evacuation to places where appropriate
medical care can be provided.
- Declaration - The traveler must read and click on the health declaration.
Picture 15 - Additional Information
13
Pressing the "Continue to submit the request" button, will allow the user to preview the
travel request (see Picture 16). This enables travelers to check that all the data entered
is correct.
Picture 16 - Preview of Travel Request
If the user wants to change/update the travel request, he can do so by clicking the
"Back" button on the "Preview of Travel Request" page.
The user can use the "Remark" to add any remarks he wishes to share with the approvers.
By clicking "Show Approval Flow" (see Picture 17) the user can view the approval rotation for the trip.
Picture 17 - Show Approval Flow
14
The next screen (see Picture 18) will display the full rotation of the trip starting with the Travel Request Approval and ending with Expense Report Approval. This screen will also display an Out of Policy alert if a travel request is submitted with limited time before the trip is scheduled to occur.
Picture 18 - Rotation Info
Please note; if a traveler requires transportation to and/or from the airport in his
originating country, click on the "Actions" button, which will open a drop menu, which
allows the traveler to select "Transportation" option (see Picture 19).
15
Picture 19 - Airport transportation A
By clicking on the "Need Transportation (From Origin)" and "Need Transportation (To
Origin)" boxes, the traveler will book transportation to and from the airport. Click on only
one box if transportation is needed in one direction only (see Picture 20)
"Transportation Pickup Hour Before Departing from Origin" is set by default to 3 hours
before departure. The user can adjust this at any time. "Pickup Address to/from airport"
is automatically updated using the home address from the traveler's profile. This can
also be edited at any time. A driver must be selected from the dropdown list. Please
contact the local RTC in order to choose an appropriate driver.
Then click on "Save".
By clicking "Back" the user will be taken back to the Travel Request page.
16
Picture 20 - Airport transportation B
To finalize the request, the user must click "Continue to submit the request" and then
“Submit Travel Request" (see Picture 21).
Picture 21 - Submit Travel Request
17
The system will then update user on screen with their TAS number and the name of the
approver that receives the request (see Picture 22).
Picture 22 - Information Message
Step 3 - Proposals
After submitting the request, the user will be notified by email with any new information
regarding this trip.
The user will first receive an email to notify him if his travel request was approved. Once
approved the request will be automatically sent to the RTA who will upload proposals
according to the travel request. The user will be informed of the proposals by email. The
user can review the proposals in the "Proposal" section bar (see Picture 23). The user
will then choose the services/segments he wishes to purchase.
Picture 23 - Process Tool Bar
To choose the relevant proposal from the list, the user should mark the checkbox of the
relevant proposal (see Picture 24).
18
Picture 24 - Choose a proposal
Click the "More Details" button to view more details of each proposal.
The user should also mark the "Other" checkbox indicating that the handling fees be
paid to the travel agency.
By clicking "Send Proposal to Approval" (see Picture 25), the user will be able to
preview the proposal approval.
Picture 25 - Proposals
By pressing the "Send" button (see Picture 26); the Proposal Request will be forwarded
to the approvers for approval.
20
Picture 26 - Send Proposal
Once the request is approved by all approvers, it will be submitted automatically to the
RTA for ticketing. A notification email will be sent to user letting him know his trip was
approved.
The status of the request will then change to "Approved".
The user will be alerted if he chooses a proposal that is out of policy. He may add
remarks as to why this proposal was chosen and send it to the approver. The approver
will also be alerted when a chosen proposal is out of policy (see Picture 27).
Picture 27 - Out of Policy Alert
21
Step 4 - Expense Report
In order to initiate an expense report, users will receive a notification via e-mail or
System Task that will instruct them to fill out the "Expense Report" (see Picture 28).
There are two available methods to fill in the expense report:
1. Using the expenses APP via mobile.
2. Using the TAS system.
In this document, we will describe the second method.
Picture 28 - Task - Send Expense Report
Pressing the "Task" will open the expense report.
Initiating an Expense Report There are four sections to fill out in the Expense Report (see Picture 29).
22
Picture 29 - Expense report
Section 1 - End Travel Confirmation - The user must review the trip data for correct dates,
hours, services, vacation, and per diem declaration. If everything is correct click, save and continue (see Picture 30).
23
P
If the user made changes to the original travel request for any reason, he must update the changes in this section.
The per diem declaration indicates how much per diem the traveler will receive upon return. The declaration is per day and each day of the trip can be edited. Please note the actual payment of Per Diem will depend on the User completion of the expense report.
Please note - when traveling for Board meetings in NYC, the traveler must declare one day of the trip as "Board Meeting". If no changes were made to the original request, the user should delete the existing line underneath the per diem declaration (see Picture 31). If there was a change, choose from the drop down list to notify of the change. User can also add remarks to explain any changes.
This information will affect the per diem calculation.
Picture 31 - Per Diem Calculation
24
By pressing save and continue the user will be taken to the next section.
Section 2 - Expenses - In this section, the user will record his expenses and insert his
receipts. To record a new expense, click the "Add New Expense" button (see Picture 32).
Picture 32 - Add New Expense
The user can choose the type of expense from the dropdown list and upload the
receipts by using the "Add Receipt" button (see Picture 33).
Picture 33 - Add receipts
25
The currency of the reimbursement is located in the upper right hand corner for the user
to check (see Picture 34). The total reimbursement amount is located at the lower right hand side of the table.
Picture 34 - Expense Section
Section 3 - Per Diem - This section shows the user the total per diem calculation (see
Picture 35).
26
Section 4 - Remark - User can write remarks regarding the trip and any other issues
concerning the expense report (see Picture 36).
Picture 36 - Remarks
Once the user finishes inserting data in all the sections, he can submit the expense
report.
The report is then sent for approval, and the status of the request will change to
"Expenses Approval".
Once the report is approved its status will be changed to “Closed” and the user will be
notified by email.
Thanks and have a nice trip, Combtas Team