Table of Contents - [email protected]

Table of Contents

Electronic Travel Approval Reimbursement System Overview – (flowchart) Chapter 1 – Introduction, Security and System Use Introduction ............................................................................................................... 1-1 System Security ........................................................................................................ 1-2 About this Manual ..................................................................................................... 1-3 How to Use the System............................................................................................. 1-4 Whom to Call for Assistance ..................................................................................... 1-8 Chapter 2 – Travel Expense Work Sheet Preparing the Travel Expense Work Sheet ............................................................... 2-1 Explanation of Items on the Front of the Work Sheet ..................................... 2-4 Explanation of Items on the Back of the Work Sheet...................................... 2-7 Finding Information for the Travel Expense Work Sheet ........................................... 2-10 Chapter 3 – On-Line Processing Of Travel Expense Request On-Line Processing Overview................................................................................... 3-1 Creating a Travel Expense Request.......................................................................... 3-2 Modifying an Existing Travel Expense Request ........................................................ 3-15 Cancelling a Travel Expense Request ...................................................................... 3-23 Changing a Disapproved/Cancelled Travel Expense Request.................................. 3-27 After Travel – Employee Reimbursement.................................................................. 3-35 Travel Inquiry ............................................................................................................ 3-43 Printing an Approved Request to Obtain Airline Ticket.............................................. 3-45

Miami-Dade County Public Schools Information Technology Services – Revised October 2005 i

Table of Contents

Chapter 4 – Approval System Approval System Overview ....................................................................................... 4-1 How to Use the Approval System.............................................................................. 4-2 Approving a Travel Request...................................................................................... 4-9 Disapproving a Travel Request ................................................................................. 4-11 Adding an Approver to the Approval Chain ............................................................... 4-12 Tracking the Approval Status of Travel Requests ..................................................... 4-15 Exiting the Electronic Mail System ............................................................................ 4-17

Miami-Dade County Public Schools Information Technology Services – Revised October 2005 ii

Initiator of Travel Request brings

information to employee assigned to process the

Travel Request.

Travel expense work sheet is filled out.

Access the TRVL System

System checks availability of funds.

During the process of the Travel Request, funds

are committed.

Administrator access the E-Mail System

Administrative Approval

TRVL System

The System will generate MSAF P.O.

Computer terminal operator (with TRVL authorization)

creates an estimated Travel Expense Request.

Paid by M-DCPS.Paid by Procurement Card

via P.O.

Accounts Payable cut check pays vendors.

M-DCPS employeepays the bill.

NO

YES

NO

YES

After Travel initiator brings actual data to

employee assigned to process the Travel

Request,

Travel Request document is confirmed and printed with

actual data. Forward original receipts and agenda signed

to: Payroll Department.

Payroll Department verified, enters close date into TRVL. Requisition is

closed, employee is reimbursed.

Access the TRVL System and enter actual data.

Employee Travels

ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM OVERVIEW

Process STOPS cannot create Travel Expense

Request (see the Administrator in charge).

Administrator authorizes employee to access TRVL

System.

Cancel Travel Request or Change Disapprove/

Cancelled Travel Request.

BEFORE TRAVEL AFTER TRAVEL

M-DCPS Information Technology Services October 2005

IINNTTRROODDUUCCTTIIOONN,, SSEECCUURRIITTYY,, AANNDD SSYYSSTTEEMM UUSSEE

Introduction

Miami-Dade County Public Schools Information Technology Services – Revised October 2005 1-1

The Electronic Travel Approval Reimbursement System is an integrated computerized system which automates the travel expense request process of Miami-Dade County Public Schools. Utilizing the on-line computer network, all work locations of the district are linked with the various offices, divisions, and departments of Financial Affairs. The Electronic Travel Approval Reimbursement System interacts with the MSAF Budget/Finance/Purchasing System wherein budget allocations are established and maintained. The Electronic Travel Approval Reimbursement System automates the creation and modification of the expense request process. Travel expense requests are electronically confirmed and routed for approval through the Travel Approval System portion of the Electronic Mail System (E-Mail). When approved and travel is completed, the Accounts Payable Department pays the appropriate vendor(s) and the Payroll Department reimburses the employee for the travel expense. The Electronic Travel Approval Reimbursement System is an interactive real time system that automates the following functions: Checks the availability of funds at the time requests are made. Funds will be

maintained in SAP, however, you must continue using the MSAF funding structure format.

Provides automated travel expense request approval.

Tracks the approval status of Travel Requests.

Prints the approved requests to obtain airline ticket.

Prints the Travel Expense Request Form after travel.

Maintains a Travel Summary of each employee for the fiscal year.

Tracks the number of previous trips and amount of funds previously spent.

System Hours The active hours of the electronic Travel Approval Reimbursement System and the MSAF Budget/Finance/Purchasing System are:

Mondays, Tuesdays, Wednesdays, Thursdays 7:00 AM to 8:30 PM

Fridays

7:00 AM to 4:30 PM

Page Revised March 2010

System Security

Users of the Electronic Travel Approval Reimbursement System must be thoroughly knowledgeable of the Miami-Dade County Schools’ Computer Network Security System. Refer to the Information Technology Services (ITS) Publication: Computer Network Security System User’s Guide. Only authorized employees of the Miami-Dade County Public School System are allowed to access and use M-DCPS computer systems. Each authorized employee is responsible for understanding and conforming to the following regulations:

1. The personal employee password is known only to the individual employee.

2. Each authorized employee is responsible for establishing and changing the

personal password and for maintaining its secrecy.

3. Revealing this password to another individual is not permitted.

When an authorized employee has been cleared through the security screen and has access to any one of the M-DCPS computer systems, all activity performed by the individual is recorded by the computer. Should any unauthorized, incorrect, or misuse of the systems or data occur, the employee will be held accountable. If you allow another person to access any system by revealing your password, or by “signing-on” with your password and allowing another person to perform any activity, you are responsible and will be held accountable. In order to access the Electronic Travel Approval Reimbursement System you must be designated by the work site authorizing administrator. Work site administrators must be authorized by the Information Technology Service (ITS) security administrator. Each work site authorizing administrator controls the access of employees at that work location to M-DCPS computer systems by indicating which systems each employee is authorized to use. This responsibility cannot be delegated. Authorizing administrators have been defined as: 1 All schools principals; 2 Administrators at the Director level and above in non-school site locations; or, 3 The highest ranking administrator of work sites not having a Director or above level.


About this Manual

Format This manual is designed to serve two functions. For new users, it is a step-by-step guide. For experienced users, it serves as a reference manual. This manual contains 4 chapters: Chapter 1: Introduction, Security, and System Use This chapter contains an overview of the system, information about the manual, security restrictions, sign-on procedures and how to obtain assistance. Chapter 2: Travel Expense Work Sheet This chapter contains detailed instructions for initiating and using the Travel Expense Work Sheet. Chapter 3: On-Line Processing of a Travel Expense Request This chapter contains detailed instructions for using the on-line screens of the Electronic Travel Approval Reimbursement System to create, modify, cancel, inquire, change, track and print approved Travel Expense Requests. And also, to record the actual after travel expenditures for employee reimbursement. Chapter 4: Approval System This chapter is for administrators who must approve Travel Expense Reimbursements. It contains detailed instructions on how to sign-on to the E-Mail System, approve and disapprove Travel Expense Requests, add approvers to the approval chain, and how to exit the E-Mail System.


How to Use the System

To use the Electronic Travel Approval Reimbursement System (or any of the M-DCPS network computer systems) you must “sign-on” to the CICS operating system. From the M-DCPS computer network security screen,

Type EMPLOYEE NUMBER

WORK LOCATION (number) PERSONAL PASSWORD

Press Enter Optional Before pressing Enter,

Tab to APPLICATION

Type TRVL

Press Enter



Your personal application list screen will be displayed when you have been cleared through security access. Your name will appear in place of SAMPLE EMPLOYEE and your work location number will be displayed. Once you have completed the security check and this screen is displayed, you can use any of the M-DCPS computer applications, listed on your screen, which your authorizing administrator has designated for your use. If you have been authorized to access the Electronic Travel Approval Reimbursement System, TRVL TRAVEL will be on your application list. If it is not, contact your work site authorizing administrator. On this screen, to access the Electronic Travel Approval Reimbursement System,

Type TRVL

Press Enter The ELECTRONIC TRAVEL APPROVAL/REIMBURSEMENT SYSTEM will be displayed.



The ELECTRONIC TRAVEL APPROVAL/REIMBURSEMENT SYSTEM main menu screen lists the system functions which are available. What You Do

Type The selection number corresponding to the application you want to use.

Type The TRAVELER’S EMPLOYEE NUMBER for the transaction being processed.

Press Enter The remaining chapters of this manual explain how to use this system.



Function Keys PF1 - HELP This help menu may be viewed using Selection 1: CREATE TRAVEL

EXPENSE REQUEST in the HIGHEST APPROVAL screen. [See Chapter 3-4, Creating a Travel Expense Request.]

PF3 - EXIT Will take you back to your applications PF7 - RETURN TO PREVIOUS Will take you back to previous screen PF8 - NEXT SCREEN Will take you to the next screen Keys are available (active) when they appear on the screen.


Whom to Call for Assistance

Policies and Procedures If you have questions relating to travel policies and procedures, or if you need additional information call the Payroll Department at (305)-995-1675 or go to the Payroll Department Web site at http://payroll.dadeschools.net/ under Manuals click on Travel Policies and Procedures Support Services

If you need further assistance after reading the instructions in this manual, please call the Information Technology Services (ITS) at (305) 995-3705.

Equipment and Network If you have equipment or computer network problems, call Information Technology Services (ITS) at (305) 995-3705.


http://payroll.dadeschools.net/

TTRRAAVVEELL EEXXPPEENNSSEE WWOORRKK SSHHEEEETT

Preparing the Travel Expense Work Sheet

The Travel Expense Work Sheet which is not mandatory is used to record the travel expense request in the Electronic Travel Approval Reimbursement System. The work sheet is initiated by the M-DCPS employee requesting reimbursement of travel expenses, and submitted to the computer terminal operator at the location assigned to enter the data. Policies and procedures relating to the work sheet are contained in the Travel Policies and Procedures Manual, http://payroll.dadeschools.net/ School Board Rule 6Gx13-4C-1.07. In this chapter you will learn how to:

Prepare the Travel Expense Worksheet The Travel Expense Work Sheet will be explained in sections in the following pages.

Find Information for the Travel Expense Request In order to complete the Travel Expense Work Sheet and to input this information into the Electronic Travel Approval Reimbursement System, you can look up certain items in the on-line system. [See Chapter 2-10, Finding Information for the Travel Expense Work Sheet.]


http://payroll.dadeschools.net/


Miami-Dade County Public Schools Information Technology Services – Revised October 2005 2-2 Page Revised January 2010


Miami-Dade County Public Schools Information Technology Services – Revised October 2005 2-3 Page Revised January 2010


Explanation of Items on the Front of the Work Sheet

-DCPS assigned employee number and name of the person requesting travel

he name and Electronic Mail User ID’s of the administrators who must authorize the

pproval of Expenses & Temporary Assignment of Duty: [Refer to Travel Policies and

onference Location: The location and the state that the conference, convention, etc.,

escription of Conference: A short description (of the conference, convention, etc.),

Mexpense reimbursement.

Ttravel reimbursement request. Starting from the highest approval level as required, and shown on the approval sequence. The third and fourth levels are optional (not required). [See Chapters 1-7 and 3-4 for approval sequence and requirements.]

AProcedures Manual for the travel period policy.] Cis being conducted in. If outside the United States, enter XX as State. Dand in what capacity is the employee attending.




Mark the proper box with an X designating the type of initial payment for:

Common Carrier Car Rental Registration/Tuition

Note that unless there is an unusual circumstance, car rentals are always paid by the traveler, utilizing personal means (i.e., personal credit card, check, etc). When Paid by M-DCPS is indicated, then Vendor #:/Airline: must also be entered. Estimated Depart Date Time AM/PM – The day and month requires two character fields, the year requires four character fields. Examples 04/05/2005 and 09:00 AM. Vendor#:/Airline: - The travel agency vendor number not the airline’s, and is used when Paid by M-DCPS is indicated. [See page 2-11, Finding Information for the Travel Expense Work Sheet.] Registration: -The vendor number of the organization/association offering the seminar, conference, etc. [See page 2-11, Finding Information for the Travel Expense Work Sheet.]

Page Revised January 2010


After travel the employee is required to report the:

Actual Departure Date and Time AM/PM Return Date and Time AM/PM

Days and months require two character fields, the year requires four character fields: Examples 04/05/2005 and 09:00 AM.



Explanation of Items on the Back of the Work Sheet Record the Estimated amount for the transportation expenses. A. Transportation

1. Common Carrier – Specific requirements must be followed to ensure that the most economical fares may be obtained. Some examples of common carriers are train, bus, and commercial airlines operating scheduled flights.

2. Private Vehicle – When it is determined that a privately owned vehicle

represents the most economical method of travel (considering travel time, cost of transportation, and per diem or subsistence required) the traveler shall be entitled to a reimbursement allowance per mile.

3. Car Rental – The following conditions justify this request:

A rental car is more cost effective than other ground transportation. The amount of materials/equipment precludes the use of other ground

transportation. No other transportation is reasonably available at the time(s)/location(s)

required. Other .

4. Taxi, Tolls, Parking Etc (1) – Necessary taxi, tolls, and parking fares requested

for reimbursement. The (1) indicates that paid receipt(s) are required for reimbursement.




B. Per Diem Option: - A per diem allowance is granted for employees under certain

assignment travel conditions. [Refer to the Travel Policies and Procedures Manual for details.] (Or) Hotel – Actual expenses for lodging at single occupancy rates, substantiated by a lodging receipt. Meals – Meal allowance is granted for employees in out-of-county travel status. [See Chapter 1-7 for Help Menu on Meal Allowance.] [Refer to the Travel Policies and Procedures Manual for allowance amounts and limitations.]

C. Incidentals (1) – Incidentals are reasonable and necessary communication

expenses for official business while on authorized travel status, such as telephone, fax, mail and other similar items. [Refer to the Travel Policies and Procedures Manual for details.]

Advance Date – Record the date for the advance reimbursement. Advances must be approved by the employee’s immediate supervisor. [Refer to the Travel Policies and Procedures Manual for specific Board Rule on advancements.]

Amount – Amount for the advance reimbursement.

Sub Total – If the cost subtotal (excluding registration/tuition) exceeds $2,500.00, the Superintendent must be in the approval chain (Highest Approval). If it exceeds $3,500.00 the School Board must approve the trip. [See Chapter 1-7 for Help Menu Screen.]

Page Revised April 2010



D. Registration/Tuition (1) – Where a registration fee is charged for attending a

conference, convention, seminar or similar type of meeting, refer to the Travel Policies and Procedures Manual for specific Board Rule on registration fee. (1) indicates that paid receipt(s) are required for reimbursement.

Board Item: Board Item Date: – When the estimated travel amount is greater than

$3,500.00, it requires Board approval in the form of a Board agenda item. Record the Board Item number and Board Item date. [Refer to Travel Policies and Procedures Manual for specific details.]

(1) Original Receipts Required – Indicates the areas where original receipts are

required.

Charge To: - Is the accounting structure to which the reimbursement will be charged (always use object 5331).

Travel Requisition No. – Is generated by the on-line system after all the information from the work sheet has been entered. Copy the number into this area on your Travel Expense Work Sheet.


Finding Information for the Travel Expense Work Sheet

In order to complete the Travel Expense Work Sheet and to input this information into the Electronic Travel Approval Reimbursement System, you can look up certain items in the on-line system. (These items were described in the previous section, Preparing The Travel Expense Work Sheet.) This section tells you where to find the information you need. Electronic Mail User IDs for Approvers It is imperative that correct E-Mail User IDs be used. The Travel Expense Request will be sent to the electronic mail box of each person specified on the approval chain. An incorrect User ID will result in a considerable delay in the processing of the travel expense reimbursement. Valid E-Mail User IDs

The user ID for work site administrators other than principals is in the form of the administrator’s last name which is usually, but not always, the first 8 characters of the last name. (e.g., “SMITH”)

For principals, the location number plus PR is used. (e.g., 0000PR.)

Invalid IDs

Location number without the PR.

Personnel who have been terminated. To verify the E-Mail User ID of an administrator, you must sign on to CICS and access the application MAIL - ELECTRONIC MAIL. Once in the MAIL SYSTEM MENU select function USERS If you are not authorized to use this system, consult your work site administrator. [See the MSAF Manual Chapter 8, Finding E-Mail User IDs.]


Finding Information for the Travel Expense Work Sheet


Vendor Numbers You can look up vendor numbers in the subsystem of the MSAF/Budget/Finance/ Purchasing System. Vendor Number Use the VENDOR SHORT NAME LOOKUP (VSL) screen in the Purchasing System to

look up any vendor number. [See the MSAF Manual Chapter 4.] If a vendor number cannot be found please contact Procurement Management for instructions on how to establish a new vendor number.

Use selection 11 NAME to search for the vendor number in the Financial

Management System.


OONN--LLIINNEE PPRROOCCEESSSSIINNGG OOFF TTRRAAVVEELL EEXXPPEENNSSEE RREEQQUUEESSTT

On-Line Processing Overview

This chapter contains detailed instructions for using the on-line screens of the Electronic Travel Approval Reimbursement System: Creating a Travel Expense Request (Page 3-2) This section explains how to enter information previously recorded on the Travel Expense Work Sheet FM-5852 (10-05) into the TRVL System. A completed work sheet is a useful tool for beginning this process. Modifying an Existing Travel Expense Request (Page 3-15) This section steps you through the process of changing an existing Travel Expense Request before travel has occurred. Cancelling a Travel Expense Request (Page 3-23) This section steps you through the process of cancelling a Travel Expense Request. Changing a Disapproved or a Cancelled Travel Expense Request (Page 3-27) This section steps you through the process of retrieving, changing and re-routing approvals for both an existing disapproved or an existing cancelled Travel Expense Request. Inquire on Travel Expense Requests (Page 3-43) This section steps you through the process of inquiring and tracking a Travel Expense Request. Printing an Approved Travel Expense Requests to Obtain Airline Ticket (Page 3-45) This section steps you through on how to print an approval confirmation notice for a Travel Expense Request to obtain an airline ticket.

Note: All of the above selections are used to create, modify, cancel, change, inquire, track and print approved Travel Expense Request to obtain airline ticket before the actual travel has occurred.

Entering the After Travel Employee Reimbursement Information (Page 3-35) This section steps you through the process of entering the actual data, such as the date, time and actual expenses. This data is entered after the employee completes the travel that has been requested. A document is automatically generated by the system with the final data entered, amount due to the employee, and an area for the signatures which are required for employee reimbursement purposes.


Creating a Travel Expense Request


Sample Travel Expense Work Sheet Front Page

SECTION

SECTION

SECTION A

SECTION B



A completed Travel Expense Work Sheet Fm-5852 (10-05) is recommended to begin this procedure. The work sheet has been designed in the sequence of the on-line data entry screens. If you have not completed a work sheet, it is recommended that you do so before attempting to create a Travel Expense Request. [See Chapter 2, Creating the Travel Expense Work Sheet.] Sign-on to the ELECTRONIC TRAVEL APPROVAL/REIMBURSEMENT SYSTEM. [See Chapter 1, How To Use The System.] From the ELECTRONIC TRAVEL APPROVAL/REIMBURSEMENT SYSTEM,

Type 1

Type The TRAVELER’S EMPLOYEE NUMBER

Press Enter The screen will change to display the field to ENTER THE HIGHEST APPROVAL EMAIL USERID. This will be SECTION of the Travel Expense Work Sheet.



The PF1 key on the bottom left of the screen, will take you to a help menu screen, displaying approval sequence and other additional information which is helpful for completing a Travel Expense Request. The PF3 key will exit the system and the PF7 key will return to the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM main menu screen. [Screen displayed on the previous page.]

Type the E-MAIL USERID FOR THE HIGHEST APPROVAL

Press Enter The information for the highest approver USERID entered will be displayed.



The employee name, employee number, title, work location number and work phone number for the approver will appear on the screen. The message IF CORRECT PRESS PF8 OR ENTER ANOTHER USERID IF INCORRECT will be displayed. Verify that the information is correct and corresponds to your Travel Expense Work Sheet. If correct,

Press PF8 If incorrect or an error message appears, correct and re-enter.

Note: When exiting or returning to the previous screen the data will not be processed.



After pressing PF8 the screen will change to display the following message: NON SCHOOLS SITE STAFF ONLY ENTER SUPERVISOR E-MAIL USERID THEN PRESS <ENTER> ALL OTHERS PRESS PF5 TO PROCEED. Non school site staff only,

Type the SUPERVISOR E-MAIL USERID

Press Enter The information for the supervisor approver USERID entered will be displayed. Continue on next page. All others,

Press PF5 The screen to enter ADDITIONAL APPROVAL E-MAIL USERIDS will be displayed. Continue on page 8.

MIn

Note: A supervisor e-mail user ID may not be required for all employees. Refer to the PF1 HELP screen or the Travel Policies/Procedures Manual.

iami-Dade County Public Schools formation Technology Services – Revised October 2005 3-6


Non school site staff only, The employee name, employee number, title, work location number and work phone number for the approver will appear on the screen. The message IF CORRECT PRESS PF8 OR ENTER ANOTHER USERID IF INCORRECT will be displayed. Verify that the information is correct and corresponds to your Travel Expense Work Sheet. If correct,

Press PF8 The screen to enter ADDITIONAL APPROVAL E-MAIL USERIDS will be displayed.



The ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM will change to display the first two approval user IDs, name, work location and name and phone number. Notice that the approvers are in routing sequence. The supervisor becomes the 1st approver to approve. The two additional approvers are in the center of the USERID column, 2nd and 3rd to approve. The highest approver becomes the 4th and last approver to approve. In the sample below the two blank lines are the additional approvers, some requests may require additional approvers. [See page 3-4 for approval sequence and other requirements.] To enter additional approval e-mail user IDs,

Type the E-MAIL USERID

Press Enter The information for the approver will be generated and displayed on the screen. If all the information is entered correctly, to continue,

Press PF8 The ELECTRONIC TRAVEL APPROVAL REINBURSEMENT SYSTEM next screen will be displayed.




The employee number is generated from the data that was previously entered in the main menu. The employee name, title, pay code and work location are generated from the M-DCPS Personnel Reporting System (PERS).

The TRAVEL SUMMARY FISCAL YR XX – XX information fields will track and display the following information for each M-DCPS employee requesting travel reimbursement:

IN-STATE OR OUT OF STATE REQUEST NUMBER OF PREVIOUS TRIPS IN STATE NUMBER OF PREVIOUS TRIPS OUT OF STATE TOTAL NUMBER OF PREVIOUS TRIPS

Generate warning and informational messages, when processing the Travel Expense Reimbursement for employees. These messages could be very important and might need further action!

Verify the employee information being displayed; if correct continue the travel expense request process.




For the specific descriptions on each of the fields on the screen, [see Chapter 2, Prepare The Travel Expense Work Sheet].

Using the Travel Expense Work Sheet type all the information on the screen. Type the FROM and TO dates the CONFERENCE LOCATION the DESCRIPTION OF CONFERENCE what type of participant Type an X in the appropriate fields for COMMON CARRIER:, CAR RENTAL:,

REGISTRATION/TUITION: Press PF8 The next ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM screen will be displayed.




Use the information in the back of the Travel Expense Work Sheet to enter the information on this screen. [For specific descriptions on each of the fields see Chapter 2, Prepare the Travel Expense Work Sheet.] Tab to the data fields required from your Travel Expense Work Sheet Type the estimated dollar amounts and other data from your Travel Expense

Work Sheet Type account structure to be used. (the object is always 5331) Press PF8 The system will check the availability of funds.

.XX



If funds are available and all the information entered is correct, the message “YOU ARE ABOUT TO CREATE A TRAVEL EXPENSE REQUEST PRESS <PF5> TO CONFIRM OR <ENTER> KEY TO PREVIEW YOUR SPECIFICATIONS” will be displayed. To review your specification press enter the PREVIOUS SCREEN will be displayed to review information entered. Press PF8 to continue to the NEXT SCREEN.

Press PF5 The message “THIS TRAVEL EXPENSE REQUEST HAS BEEN ASSIGNED NUMBER: XXXXXXXX” will be displayed. If funds are not available, the system will generate the following error message “SEE THE ADMINISTRATOR IN CHARGE TO CONTINUE THE PROCESS”. Hint: To avoid this problem, always verify the availability of funds first. [See the MSAF Budget and Finance Purchasing Manual Chapter 3 Available Funds Inquiry.]

Note: If you press PF3 to exit the system, the data previously recorded will be lost. You will have to start from Step 1 in this chapter to continue the process.



Write down the travel expense request number in the space provided on the Travel Expense Work Sheet.

Press Enter The Travel Expense Request will be routed to the E-Mail System. [See Chapter 4, Procedures on Approving Disapproving a Travel Expense Request.]



Important Once the Travel Expense Request is fully approved, the MSAF Purchasing System will generate purchase orders for travel expenses not paid directly by the traveler (i.e., airline ticket, registration).

Note: To obtain airline ticket a confirmation must be faxed to the Board approved Travel Agency. [See Utilizing M-DCPS District Funds, Section 3-59 for specific instructions on printing an approval confirmation notice for a travel request.]

Registration

For registration, the system will generate and mail to the traveler a hard copy purchase order. The Accounts Payable purchase order copy must be submitted directly to the Accounts Payable Department, along with the completed registration form, in order to generate the registration fee payment. Please note that registration fees paid via the district’s procurement credit card are paid, once the monthly statement is received, utilizing the general authorization purchase order generated to cover all monthly credit card expenses.

Airline Ticket

For airline ticket, Procurement Management will submit the Accounts Payable purchase order copies directly to the Accounts Payable Department to expedite the payment process. The traveler is responsible for returning unused tickets to the Payroll Department for credit, and notifying the Accounts Payable Department and Payroll Department that a credit transaction is in progress.


Modifying an Existing Travel Expense Request

A Travel Expense Request has been completed; a request for a change (modification) has been submitted. Using the existing Travel Expense Work Sheet, with submitted modification(s), continue with the following procedures.

Note: Modifications can only be done to the Travel Expense Request prior to the first pprover approving the request.

From the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM menu,

Type 2

Type the traveler’s employee number

Press Enter The UPDATE TRAVEL EXPENSE REQUEST SUMMARY SCREEN will be displayed.



The employee’s name, request number, conference description, and date (beginning date for travel expense) will be displayed. If the employee has more than one request they will display on the screen.

Type X under the S column to select the request

Press Enter The HIGHEST APPROVAL screen of the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM will be displayed. If no change is required,

Press Enter The message “IF CORRECT PRESS PF8 OR ENTER ANOTHER USERID IF INCORRECT” will be displayed.

Press PF8 The SUPERVISOR E-MAIL USERID screen will be displayed. [Continue on page 18.]



If a change is required and a new HIGHEST APPROVER USERID needs to be entered,

Type the new USERID

Press Enter The approver’s information on the screen will change to reflect the new HIGHEST APPROVAL E-MAIL USERID entered.

Press Enter The message “IF CORRECT PRESS PF8 OR ENTER ANOTHER USER ID IF INCORRECT” will be displayed.

Press PF8



The SUPERVISOR E-MAIL USERID screen will be displayed. If no change is required,


Press PF8 If a change is required and a new SUPERVISOR E-MAIL USERID needs to be entered,

Type the new USERID


Press PF8 The screen to ENTER ADDITIONAL APPROVAL E-MAIL USERIDS will be displayed.



Any changes made in the previous screens will be reflected here. The approvers are listed in routing sequence. Additional approvers may be added if necessary. [See Page 3-8, Creating a Travel Expense Request.] To continue,

Press PF8 The ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM next screen will be displayed.




If changes are necessary,

Example: A travel expense request needs to be modified; three changes have

occurred: return date, estimated expenses for the hotel and meals. Tab to the TO DATE field make necessary corrections Tab to the RETURN DATE make necessary corrections Press Enter Press PF8 If no changes are necessary, Press PF8 The next ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM screen will be displayed.




Example: On this screen the estimated expenses for the HOTEL and the MEALS

needs to be modified. Tab to the right of HOTEL make necessary corrections Tab to the right of MEALS make necessary corrections Press Enter The estimated SUBTOTAL and TOTAL will be recalculated. Press PF8 The message “YOU ARE ABOUT TO UPDATE A TRAVEL EXPENSE REQUEST PRESS <PF5> TO CONFIRM OR <ENTER> KEY TO REVIEW YOUR SPECIFICATIONS.” Pressing Enter will take you back to the previous screen allowing you to review one more time the specifications entered. If you do not need to review corrections entered, Press PF5



The following message screen will be displayed,

Press Enter The computer system automatically routes the Travel Expense Request to the E-Mail system. At this point the administrators will approve or disapprove the Travel Expense Request. [See Chapter 4, Procedures on Approving/Disapproving a Travel Expense Request.]


Cancelling a Travel Expense Request

A Travel Expense Request has been completed; a request to cancel the Travel Expense Request has been submitted. The following are some of the reasons why you might have to cancel a Travel Expense Request:

The event has been cancelled. A conflict with another event. The funding is designated for another area of need.

Important This selection can only be used before the HIGHEST APPROVAL has approved the travel. If the travel has been fully approved, and the trip is cancelled, print the reimbursement form (Option 5) with zeros in the actual column and send to Payroll Department indicating the reason for cancellation. Also, return the airline tickets (if any) and copies of the purchase order/s (if any) to the Payroll Department indicating that the trip was cancelled. From the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM menu screen,

Type 3


Press Enter



The CANCEL REQUEST SUMMARY SCREEN will be displayed. The employee’s name, request number, conference description, and date (beginning date for travel expense) will be displayed. If the employee has more than one request they will display on the screen.

Type X in the S column to select the request

Press Enter

The CANCEL TRAVEL REQUEST screen will be displayed.



Example: This conference is conflicting with a mandatory event. This Travel Expense

Request needs to be cancelled.

Type the reason for cancellation on the space provided

Press PF8 The following message box will be displayed on the screen,

Press PF5 Or

Press Enter to go back to the SUMMARY SCREEN.



After pressing PF5 to confirm the screen will change to display the following message:

Press Enter

Note: To retrieve a cancelled Travel Request see next section on Change Disapproved/Cancelled Travel Expense Request.


Changing a Disapproved/Cancelled Travel Expense Request

The CHANGE DISAPPROVED/CANCELLED TRAVEL EXPENSE REQUEST selection is used for the following functions:

A Travel Expense Request was disapproved through the E-Mail System. A change has been requested. By using the existing Travel Request Number, the selection will allow you to retrieve the information, and make any necessary changes. The request will be re-routed electronically for approval.

A Travel Expense Request has been cancelled and a request to re-submit the

existing cancelled Travel Expense Request has been requested. By using the existing Travel Request Number the selection will allow you to retrieve the information, and make any necessary changes. The request will be re-routed electronically for approval.

From the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM menu screen,

Type 4

Type the TRAVELER’S EMPLOYEE NUMBER

Press Enter



The CHANGE DISAPPROVED/CANCELLED TRAVEL EXPENSE REQUEST SUMMARY screen will be displayed. The employee’s name, request number, conference description, and date (beginning date for travel expense) will be displayed. If the employee has more than one request they will display on the screen.

Type X in the S column to select the request

Press Enter The HIGHEST APPROVAL screen will be displayed.



The PF1 key on the bottom left of the screen, will take you to a help menu screen, displaying approval sequence and other additional information.

Type the E-MAIL USERID FOR THE HIGHEST APPROVAL

Press Enter The information for the highest approver USERID entered will be displayed. Verify that the information is correct. If correct,

Press PF8 If incorrect or an error message appears, correct and re-enter. Note: When exiting or returning to the previous screen the data will not be processed.



After pressing PF8 the screen will change to display the following message: NON SCHOOLS SITE STAFF ONLY ENTER SUPERVISOR E-MAIL USERID THEN PRESS <ENTER> ALL OTHERS PRESS PF5 TO PROCEED. Non school site staff only,

Type the SUPERVISOR E-MAIL USERID

Press Enter The information for the supervisor approver USERID entered will be displayed. Continue on next page. All others,

Press PF5 The screen to enter ADDITIONAL APPROVAL E-MAIL USERIDS WILL BE DISPLAYED, continue on page 3-32. [See page 3-8, Creating a Travel Expense Request.]

Note: A supervisor e-mail user ID may not be required for all employees. Refer to the PF1 HELP screen or the Travel Policies/Procedures Manual.



Non school site staff only, The information for the supervisor approver USERID entered will be displayed. Verify that the information is correct. If correct,

Press PF8 If incorrect or an error message appears, correct and re-enter. The screen to enter ADDITIONAL APPROVAL E-MAIL USERIDS will be displayed. [See page 3-8, Creating a Travel Expense Requests.] If you need to enter additional approvers,

Type the E-MAIL USERID

Press Enter The information for the approver will be displayed on the screen.




If all the information is entered correctly, to continue, Press PF8 The ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM next screen will be displayed.

Example: This Travel Expense was cancelled, due to a date change. The

conference has been re-scheduled. Changes are necessary in the following areas: FROM and TO dates, DEPART DATE and RETURN DATE.

Tab to the necessary fields to make corrections Press Enter Verify changes are correct, Press PF8 The next ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM screen will be displayed.




If any information on this screen needs to be changed, Tab to the necessary fields to make corrections In the example no changes are required to this screen. To continue, Press PF8 If funds are available and all the information entered is correct, the message “YOU ARE ABOUT TO CREATE A TRAVEL EXPENSE REQUEST PRESS <PF5> TO CONFIRM OR <ENTER> KEY TO REVIEW YOUR SPECIFICATIONS” will be displayed. [See page 3-12, Creating a Travel Expense Requests.] Press PF5

When using the PRIVATE VEHICLE and/or PER DIEM options the estimated amount has to be entered in these fields. System will calculate the total.

The screen will change to display the following message: “REQUEST XXXXXXXX HAS BEEN UPDATED”

.XX



The previously cancelled Travel Expense Request has been updated. The computer system automatically routes the Travel Expense Request to the E-Mail System. [See Chapter 4, Procedures on Approving/Disapproving a Travel Expense Requests.]

Press Enter At this point the administrators will approve or disapprove the Travel Expense Request.

Note: This procedure is to be used for previously disapproved or cancelled Travel Expense Requests.


After Travel – Employee Reimbursement

The M-DCPS employee has returned from the travel that he or she has requested. The following are steps to be followed:

1. The actual travel information is to be logged on the Travel Expense Work Sheet if preferred (optional).

2. Enter on-line the actual data such as: departure date and time, return date and

time, and all actual expenses.

3. Confirm and request the printed document.

4. Forward the original receipts, agenda and signed documents to the Payroll Department.

5. The payroll Department verifies all information.

6. The employee receives reimbursement.

From the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM menu,

Type 5


Press Enter



The AFTER TRAVEL EMPLOYEE REIMBURSEMENT SUMMARY SCREEN will be displayed.

Type X under the S column to select the request

Press Enter The ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM next screen will be displayed.




The AFTER TRAVEL ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM screen will display the requisition number, the estimated information and the fields to enter the trip’s actual dates and times. All the actual data for the trip needs to be entered.

Your cursor should be positioned in the DEPART DATE field, Type the actual departure date and time Type the actual return date and time Press PF8 The next ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM screen will be displayed.




Two additional columns will be displayed on the screen: ACTUAL and DUE. All the actual expenses for the trip need to be entered. Type all the actual expenses reported from the Travel Expense Work Sheet Press Enter

Enter actual amount for PRIVATE

VEHICLE and/or PER DIEM here.

.XX

.XX




The DUE column will automatically be updated with the amounts due to the employee, does not include amounts paid to the vendors. Verify all the data entered is correct. Press PF8 The message YOU ARE ABOUT TO UPDATE A TRAVEL EXPENSE REQUEST PRESS <PF5> TO CONFIRM PRESS<PF6> TO CONFIRM AND PRINT will be displayed.

Note: You must print the Travel Request Form by pressing PF6. If PF5 is used it will only confirm and update the request it will not print it.

.XX



To confirm and print,

Type the printer ID # (CICS printer ID)

Press PF6 The following message screen will be displayed.




Travel Expense Request Form



The Travel Request Form has been printed at the designated printer. The following are the steps to be taken to finalize the Travel Request process.

1. Verify the DUE column. This column represents the money the employee is being reimbursed, does not include the amount that was paid out to the vendors.

2. Have the employee being reimbursed write their employee number, and sign and

date the form on the space provided

3. Have the approving supervisor write their employee number, and sign and date the form on the space provided.

4. Forward the original receipts, agenda and signed documents to the Payroll

Department.

5. The Payroll Department verifies all information. If all is correct…

6. The employee receives the reimbursement.


Travel Inquiry

The TRAVEL INQUIRY is used to track a Travel Expense Request. This data is generated from the Electronic Mail Approval System (E-Mail). Important This selection is available after the Travel Expense Request has been created and during the approval in the Electronic Mail Approval System. From the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM menu,

Type 6


Press Enter The TRAVEL REQUEST TRACKING screen will be displayed.


Travel Inquiry

Up to 6 travel requisition numbers, each with an approval chain can be displayed on the screen. To the right of each approver in the chain is a code letter indicating:

A=APPROVED D=DISAPPROVED N=NEXT (next approver action pending)

X=CANCELLED L=DISAPPROVED/CANCELLED MORE THAN 30 DAYS

To display the requisition number you are tracking,

Press Enter To track requisitions for a different employee number,


Press Enter These choices may be repeated until all desired travel requisitions have been tracked.

Press PF7 to return to the menu screen

Note: A Travel Expense Request may also be tracked through the E-Mail Approval System [see Chapter 4-23, Tracking the Approval Status of Travel Requests]. You must first have proper authorization in the E-Mail Approval System to be able to track a Travel Expense Request.


Printing an Approved Request to Obtain Airline Ticket

The PRINT APPROVED REQUEST TO OBTAIN AIRLINE TICKET is used to print an approval confirmation notice for a Travel Expense Request. This confirmation must be faxed to the Board approved travel agency, to obtain the airline ticket when utilizing M-DCPS District funds. Important This selection is available after the Travel Expense Request has been completely approved in the Electronic Mail Approval System, you then can request a confirmation notice (PRINT APPROVED REQUEST TO OBTAIN AIRLINE TICKET). This procedure is required when PAID BY M-DCPS and VENDOR have been indicated. From the ELECTRONIC TRAVEL APPROVAL REIMBURSEMENT SYSTEM main menu,

Type 7


Press Enter The PRINT TRAVEL EXPENSE REQUEST SUMMARY SCREEN will be displayed.



The name of the employee for whom you are requesting a PRINT TRAVEL EXPENSE REQUEST will appear on the screen. To the right of the employee’s name the printer ID number or a blank field to enter a printer ID will be displayed. The requisition number, conference description, and date for each requisition will also be displayed. If the employee has more than one request they will be listed on the screen. Verify the PRINTER ID number. If you want to print to an alternate printer,

Type the new printer ID

Type X to select the desired REQ NUMBER in the S column

Press Enter The following message screen will be displayed. The confirmation notice requested will be printed at the designated printer.


AAPPPPRROOVVAALL SSYYSSTTEEMM

Approval System Overview


The directions in this chapter are intended primarily for administrators who must approve Travel Expense Reimbursements. It should be understood that electronic approval is equivalent to a manual signature on a hard copy document. For this reason, this section has particular importance to the process of the Travel Expense Approval. The Travel Approval process is maintained in the Approval System portion of the mainframe Electronic Mail System (E-Mail). While this computer system is separate and distinct from the Electronic Travel Approval Reimbursement System (TRVL), both systems interact electronically to provide administrators in the approval chain with efficient and easy to use procedures for tracking travel requests. In this section you will learn:

The Format of the E-Mail and Approval Screens

How to “Sign-On” to the E-Mail System

How to Approve Travel Expense Requests

How to Disapprove Travel Expense Requests

How to Add Approvers to the Approval Chain

How to Track the Approval Status of a Travel Expense Request

How to Exit the E-Mail System and “Sign-Off”

How to Use the Approval System


Screen Format The screens in the Electronic Mail System and the Approval System have formats unique to each system. The Electronic Mail System screens have a command line on the bottom which is used to select functions and enter directions. The first of these, SELECT FUNCTION: < >, is used to enter the function (operation) you wish to use. [These are explained later in this chapter.] The Approval System employs a series of Program Function keys, PF1, PF2, PF3, which must be pressed to perform the functions listed on the bottom of the screen. In order to know what to do, it is important to read the instruction line on the bottom of the screens. Cursor On the terminal screen, a bar or block, called the cursor, shows you where you can type. The cursor should be positioned by using Tab (forward and backward) or key. The cursor must be positioned in a designated field. When all positions of a field have been used, the cursor automatically skips to the next enterable field on the screen. All other positions on the screen are protected. Attempting to type in protected areas will cause the keyboard to lock. To unlock the keyboard, press the Reset key.



To use the Electronic Mail System (or any of the M-DCPS on-line computer systems) you must sign-on to the CICS operating system. [See page 1-4, How to Use the System.] From the M-DCPS computer network security screen,

Type EMPLOYEE NUMBER

WORK LOCATION (number) PERSONAL PASSWORD

Press Enter

Optional Before pressing Enter,

Tab to APPLICATION

Type MAIL

Press Enter


Your personal application list screen will be displayed when you have cleared through security access. [If you followed the operation on page 2 and entered MAIL, and if you are authorized to access the Electronic Mail System, this screen will be bypassed and you will go directly to the screen on page 5.] Your name will appear in place of SAMPLE EMPLOYEE and your work location number will be displayed. Once you have completed the security check and this screen is displayed, you can use any of the M-DCPS computer applications, listed on your screen, which your authorizing administrator has designated for your use. If you have been authorized to access the Electronic Mail System, MAIL ELECTRONIC MAIL will be on your application list. If it is not, contact your work site authorizing administrator. On this screen, to access the Electronic Mail System,

Type MAIL

Press Enter



A MAIL SYSTEM message screen will be displayed.

Press Enter The ELECTRONIC MAIL AND PURCHASE APPROVALS screen will be displayed.

Other users IDs

Your user ID

To approve or substitute approve requisitions, you must enter the E-MAIL SYSTEM as yourself.

If you have been authorized by other users to access their electronic mail, you will see their E-Mail user ID(s) on the screen.

Select yourself by positioning the cursor next to your User ID.

Press Enter The MAIL SYSTEM MENU screen will be displayed.



The number of new approvals for S&D, PROP, TRVL, and MSAF awaiting your approval or disapproval are indicated at the top of the screen under the screen title.

User ID selected on previous

screen

The functions which are used in the approval process are:

USERS- Obtain user ID information and update authorized users and substitute approver.

APPROVALS- To access the APPROVAL SYSTEM SELECTION MENU.

MENU/EXIT- MENU will take you back to the MAIL SYSTEM message screen.

EXIT will take you back to your APPLICATION screen. To select a function,

If the cursor is not already in the SELECT FUNCTION :< > field, tab until it is

Type the name of the desired function Only the first 3 letters of the function name are required. But more may be used. The remaining letters of the function name you type over do not need to be erased. The space between < > is not big enough for some complete function names.

After typing the function name (or first 3 letters), press Enter.



On the MAIL SYSTEM MENU screen, use the APPROVALS function.

Type APP for APPROVALS in the SELECT FUNCTION field

Press Enter Information about the work location levels of approval will be displayed. Note: Travel requisitions are exempt from this

process no action is required.

Press Enter to continue The APPROVAL SYSTEM SELECTION MENU screen will be displayed. If additional approval functions are waiting for approval such as MSAF, S&D, PROP, and OITR, these systems will be listed on the screen the user must indicate the type of approval desired.



The cursor is positioned on the first line under the ACTION column. To display the TRAVEL SYSTEM APPROVALS,

Tab if necessary to position the cursor on the line to the left of TRVL

Type S

Press Enter The CURRENT TRAVEL SUMMARY screen will be displayed. Optional

Tab to Approval System:_____ [This field is only available when more than one Approval System has approvals awaiting.]

Type TRVL

Press Enter

The CURRENT TRAVEL SUMMARY screen will be displayed.


Approving a Travel Request

There could be one or more confirmed travel requests in the Electronic Travel Approval Reimbursement System awaiting your approval.

Type the starting requisition number you would like to read or approve.

Press Enter The TRAVEL REQUEST APPROVALS screen will be displayed.


Approving Travel Request

Electronic approval of the Travel Expense Reimbursement carries the same responsibility as a manual signature on a printed form. Verify all information prior to approval. From the TRAVEL REQUEST APPROVALS screen, the cursor is positioned directly on the APPROVAL (Y/N) : __ field.

Type Y

Press Enter


Or

Press Enter

The message box APPROVAL SUCCESSFULLY PROCESSED will be displayed.

The next TRAVEL EXPENSE REQUISITION to approve will be displayed.


Disapproving a Travel Request

After carefully reviewing the Travel Request you have decided to disapprove the request. From the TRAVEL REQUEST APPROVAL screen, the cursor is positioned directly on the APPROVAL (Y/N) : __ field.

Type N

Type the reason for disapproval in the DISAPPROVAL REASON: field

Press Enter


Or

Press Enter

The message box DISAPPROVAL SUCCESSFULLY PROCESSED will be displayed.

The next TRAVEL EXPENSE REQUISITION to approve will be displayed.


Adding an Approver to the Approval Chain

An approver may be added prior to the approval process. When an additional approver is necessary (up to 4 approvers in the approval chain are allowed). From the TRAVEL REQUEST APPROVALS screen,

Press PF7 to add approver The APPROVAL CHAIN INSERT box will be displayed.



Type the new user ID to be added in the INSERT field

Type the user ID of the approver that you would like the new user to go after

Press Enter The additional approver has been inserted. To return to the TRAVEL REQUEST APPROVAL screen,

Press PF2 The TRAVEL REQUEST APPROVAL screen will be displayed.



The approver has been added to the approval chain in the in the approval sequence requested. Continue the approval process [see page 4-10, Approving a Travel Request].

Note: 4 levels are provided, use only the levels required.


Tracking the Approval Status of Travel Requests

From the CURRENT TRAVEL SUMMARY screen [for information on how to access the CURRENT TRAVEL SUMMARY screen see page 4-5, How to Use the Approval System],

Press PF3 The TRAVEL REQUEST TRACKING screen will be displayed. A Travel Request may also be tracked by using the Electronic Travel Approval Reimbursement System (TRVL), selection 6 TRAVEL INQUIRY [see page 3-44, Travel Inquiry].


Tracking the Approval Status of Travel Requests

Up to 6 travel requests numbers, each with an approval chain, can be displayed on the screen To the right of each approver in the chain is a code letter indicating:

A=APPROVED; D=DISAPPROVED; N=NEXT APPROVER; X=CANCELLED L=DISAPPROVED/CANCELLED MORE THEN 30 DAYS

To display more requisition numbers (when more than 6 are available for tracking),

Press Enter Or

Type the number of a travel request you wish to track in the space following RESTART TRACKING AT SERVICE REQUEST NUMBER __

Press Enter

These choices may be repeated until all desired travel requests have been tracked. To return to the MAIL SYSTEM MENU screen,

Press PF2


Exiting the Electronic Mail System

When you have completed your session in the Electronic Mail System, it is important to exit promptly and correctly. On the MAIL SYSTEM MENU screen,

Press PF3 Or

Type Exit in the SELECT FUNCTION field

Press Enter Your APPLICATION list screen will be displayed. To use another system,

Type the code (4-character) To exit completely,

Press PF3


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