PDI TRAINING SESSION: Risk Management Registration for International Travel You will need a CSU...

PDI TRAINING SESSION:Risk Management Registration for International Travelhttp://www.ehs.colostate.edu/WRisk/travelHome.aspxYou will need a CSU EID to logon

12/29/2009 PDI - International Travel 1

Office of Risk Management & Insurance

http://www.ehs.colostate.edu/WRisk/travelHome.aspx



Contacts

Publications

CSU LOGON

FYI …Scroll down for more info



1.Select “Int’l Travel Application2. Enter eName and ePassword



3. Travel “Home Page” User Information is connected to CSU EID that was used to login



4. Links to Additional Information User Information is connected to CSU EID that was used to login



5. Link to US State Department Travel Advisory

User Information is connected to CSU EID that was used to login



6. Table 1 shows all unfinished travel applications that are awaiting follow up and final submission

User Information is connected to CSU EID that was used to login



6. Table 2 is a list of all applications waiting for approval from Risk Management. Example trips where travel waivers are needed



7. Table 3 is a list of all approved applications submitted by you.

Remember!Trips are automatically saved so that you can go back

to them to edit prior to submitting to Risk Management. (Table 1)

Trips that have been submitted to Risk Management but have not been approved can be seen in Table 2.

Trips that have been submitted to Risk Management (historical) can be found in Table 3.

PROVIDED USING SAME CSU EID!Trips = CSU EID. TIP: Don’t forget to scroll down!





8. Information to have before entering a trip



9. Enter a trip – either select “Add New” or “select” a trip in Table 1 to continue with a trip application that has been saved and not submitted…

Enter a Trip:1. Select “Add New” or select a trip from Table 1 that

has been saved, but not submitted to Risk Management

2. Step One: Enter Application’s TitleExample: Dr Smith, Gabon, July 23 – 26 2010. Title: <Traveler name> <Destination><Dates>3. Provide a brief narrative purpose of this trip. 4. Then click “Save New Application”





Enter title

Purpose of trip

Select to save trip and go to next step

TIP: if select “back to Main” without saving, trip will not be saved

Step 2 – Adding Travelers1. To add traveler to the trip select “Add Traveler”2. We recommend that trips with identical itineraries but

more than one traveler should be submitted at one time

3. Travelers who are identified as “students” = Office of International Programs will be notified of all student travel.

TIP: more than one traveler can be added, but all travelers must have identical itineraries.

All travelers must have a CSU EID otherwise they cannot be added





TIP: if select “Back to Main” your saved trip will be found in Table 1

Select to add traveler

TIP” If select “continue” without adding traveler, an error message will occur



1. Type in CSU traveler’s name – (last name,first name)

2. Once you find the traveler click “add traveler” button

Tip: do not enter space after comma after last name

Step 2 – Adding Travelers – Trouble Shoot1. If cannot find traveler check to make sure that

traveler has CSU EID. For a traveler to get an EID go to https://eid.colostate.edu/About.aspx

2. Don’t insert a space after last name. (last name,first name)

3. If have problems contact Risk Management



https://eid.colostate.edu/About.aspx



After adding first traveler can either add another traveler, or select “continue”

Tip: selecting “Back to Main” the trip will be saved and will be found in Table 1.

If no more travelers, select “continue”

Step 3 – adding destination1. Select “Add Destination” to add a destination city. 2. The application will automatically prompt you for

additional requirements if one or more destination is subject to a US State Dept Travel Advisory.

3. We recommend you include return flights from destination to United States.





Tip: Default destination is Denver, Colorado at today’s date. Mode of transportation defaults to Airplane

Edit Departure City, date and Mode of Travel.When Departure information has been updated select “Go to Next Step”



Next step: Start typing countries’s name in Destination country. TIP: start with first letter, and use scroll down option in drop down and select country.

Once destination selected, select “Select Arrival Country”



Update Arrival date/time.

TIP: To update Destination City – start typing first letter of city, and select correct city from drop down.

Once destination information is correct then select “Go To Next Step”



TIP: before selecting “confirm trip/ save review departure and destination details. To edit select relevant “Edit Departure” Once certain that all details are correct then select “Confirm Trip/ Save”



After selecting “confirm trip/ save” the next step is to enter accomodation details. 2 choices – either yes – if overnight stay, or no. TIP: select “no” where destination is a layover to the next destination, or where destination selected is returning to Denver, USA. To add accommodation details select “yes”



Add Accommodation-1.Type of Accommodation- select from drop down.2.Update Name, Address and Phone #. If none of these details are available enter “NA”3.Enter number days at accommodation4.Then Select “add accommodation”5.Then Select “Done/Save”

TIP: Don’t select “Done/Save” prior to “add Accommodation”TIP: To Remove accommodation select “remove” and then reenter accommodation prior to selecting “Done/ Save”



After selecting “confirm/save” then close out of window. Add more destinations if required.

TIP: The EDIT function will take you back to trip departure, and destination information, as well as accommodation details

If no more destinations then -To continue to next step select “continue”

Don’t forget to add return trip back to USA

Reminders for Step Three (Destination)1. Add Destination will default to Departure City =Denver, CO,

Today’s date when added for first time.TIP: When add additional Destination it will default to departure

city of last added destination.2. At any time if you select “Back to Main” your trip will be saved

in Table 1. 3. Don’t forget to add return to USA portion4. Countries that are subject to additional Underwriting

Information or US State Dept Travel Advisories will prompt different page views and information to be added





If there are no underwriting requirements or travel advisory waivers then this is the final stage of your trip application.TIP: Enter emergency information FIRST before selecting “Submit Application”ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO EDIT IT.To Update emergency contact info select “edit”Once updated then select “Submit Application”.

TIP: If you select “Save and Close” and DO NOT select “Submit Application” then this trip will be editable in Table 1.



This trip application has been approved. It cannot be edited by anyone other than Risk Management. To print or email Approval Notice select “Click to Print Approval Notice”

TIP: If you need the approval notice later logon and go to Table 3.



Actual Risk Management Online Registration Example (from a real trip.)(Emergency contact numbers have been blanked for privacy reasons…)

To Print – Select Print Button.To Return to home screen (based on user logon) select Return

TIP: To Email copies of this form Select File, Send, and then Page by Email.

Remember: to get historical approved trips Logon and go to Table 3.

Remember! CSU EID = Trip

Contact Risk Management if have any additional questions.

Where additional Underwriting information and/ or Travel Advisory Waiver required.

The system is programmed to automatically prompt for additional information, or Travel Advisory Waiver where destination is eligible.

What does this mean?There will be some additional steps (see more to

follow)AND if destination subject to a travel advisory waiver,

then trip will not be approved unless a signed waiver is received by Risk Management.





Step Four: Additional info required for this destination by Underwriter. Complete required information about modes of transportation while in country and brief description of major activities and host information.

When complete select “Continue”

REMEMBER: Application is automatically programmed prompt additional information if destination requires additional underwriting information, and/ or is subject to a US State Dept Travel Advisory.



Step Five:The system automatically defaults to USA citizenship. Update if required by selecting “Edit”Update familiarity with region.

When all information is updated select “Continue”



If destination subject to US State Dept Travel Advisory Step Six will follow. The application will email the traveler a link to a PDF travel advisory waiver. The applicant is asked to verify email address of traveler and to certify that they have informed traveler of need to fill out the waiver. Once info updated, and certified select Continue

TIP: The travel advisory waiver is not fillable. Traveler must print out, complete and sign and fax to Risk Management at 970 491 4804. Scanned documents are acceptable.



After select Continue this is the final page. See prior instructions. But because travel advisory waiver is required for this trip the trip is not approved.

Each traveler must complete and sign travel advisory waiver and submit to Risk Management. Each Traveler will received an email notice with a link to the waiver (pdf)For history of pending approvals see Table 2.

Table 2 trips are unedibtable

Once Risk Management receives completed and signed travel advisory waiver, then trip is approved. Traveler is emailed approval. Applicant will be able to see approved trip in Table 3.

REMEMBER! CSU EID = TRIP

Once Trip is registered online with Risk Management (and Approved) simply print out RM registration and include with your pre trip travel voucher.



Travel Advisory WaiversFor a complete and up to date list of countries subject to travel

advisories (alerts and warnings) go to http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html#

Issues: If you do not see your destination ?Look in both “Travel Warnings” or “Travel Alerts” tab. Please notify Risk Management if destination is not subject to a

travel advisory. US State Dept does remove countries, but doesn’t notify us when it does!



http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html

Other issues and concerns:1. Make sure dates, international destinations etc on Risk

Management approval match pre trip travel voucher. If details of travel change (it does happen) contact Risk Management. Only Risk Management can edit submitted trips.

2. REMEMBER all international travel must be registered with Risk Management PRIOR to departure

3. REMEMBER all international travel pre trip travel vouchers must be approved by Provost’s Office

4. Failure to follow the above MAY result in CSU not reimbursing the travel (where travel is being funded by CSU.)



PDI TRAINING SESSION: Risk Management Registration for International Travel You will need a CSU...

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