Travel Liaison Training- Part 1 City of Albuquerque

Agenda

• Travel Process Overview Phase I Prior to Trip- 10 Minutes• Materials Overview- 5 Minutes• Expense Types/Payment Types – 20 Minutes• Create a Travel Request/Auth Overview- 25• Break – 10 Minutes• Hands-On-Create a Travel Authorization– 30 Minutes

An employee needs to travel for work. The Employee submits a travel request form request through PeopleSoft which is routed to their department travel liaison. The employee attaches: 1) Preferred Hotel Quote 2) 2nd Hotel Quote, Registration Documentation and Justification documentation: Agenda, Course Description, Brochure

Direct Supervisor Review/Approval

Fiscal Manager Checks Budget and Reviews/ Sends back/denies

Director Review/ Send

Back/Deny/Approve Once

CAO receives notification when

a request has been approved

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2

3

4

5

Travel Liaison waits 24 hours after final approval to allow time for any reviewers to communicate any concerns. Books all reservations based on approved travel authorization and submits a cash advance for processing.

6

Accounts Payable Office Reviews attachments/cash advance/documentation for Audit purposes. Prompts the system to issue an ACH Payment to Employee’s Account

7

Payment is deposited into the same account that the employee’s paycheck goes into prior to the employee’s trip departure.

Ready to Travel!!

Travel Liaison receives request, ensures all policies and procedures are complied with and all of the appropriate documentation is attached. Prepares a Travel Authorization in PeopleSoft for routing and approvals.

Routes to risk management division ONLY if a vehicle will be used on the trip

Budget Analyst Reviews/Approves

or Sends Back

8 9

2) Travel Authorization Form (Created in PeopleSoft and Submitted by the Travel Liaison prior to trip)2) Travel Authorization Form (Created in PeopleSoft and Submitted by the Travel Liaison prior to trip)

1) Employee Travel Request Form in PeopleSoft (Created and Submitted by Employee prior to trip)

Routes to:Travel Liaison (Prepares Travel Authorization and Submits)

2) Travel Authorization Form (Created in PeopleSoft and Submitted by the Travel Liaison prior to trip)

Routes to:Fiscal Manager (Approver)

OMB Budget Analyst (Approver)

*Risk Management (Approver IF vehicle being used) Direct Supervisor (Approver) Notifications are sent to Employee's chain of command above direct supervisor (APD Only)Deputy Chief (APD Only)

Director/Chief(Approver)

Notification is sent to CAO for Review

*Upon final approval, a notification is sent to the Travel Liaison, Training Director and Requester

3) Cash Advance (Created and Submitted by Travel Liaison prior to trip once a travel authorization is approved)

Routes to:Travel Coordinator (Approver) in Accounting

*Upon final approval, a notification is sent to the Travel Liaison, Training Director and Requester

4) Expense Report (Created and Submitted by Travel Liaison after trip when receipts are received from employee)

Routes to:Travel Coordinator (Approver)

Fiscal Manager (Approver)

Direct Supervisor (Approver) Notification is sent to Director for review

*Upon approval, a notification is sent to the Travel Liaison, Director/Chief/Expense Submitter

Travel Reports Approval/Reviewer/Routing:

Travel Liaison Training- Part 2 City of Albuquerque

Agenda• Overview Phase II Employee returns from trip-5 minutes• Expense reporting overview – 10 Minutes

(Expense lines from travel authorization, My Wallet, Applying Cash Advance/Adjustment Cash advance)

• Travel Authorization – Estimate• Cash Advance – Receivable• Expense Report – Actuals (expenses recorded in general ledger)• MyWallet –T-Card Paid Transactions• Validation receipts – Hotel, Rental Car (expenses an advance may

have been provided for) • Miscellaneous receipts –Taxi, parking, etc. – reimbursable –

adding expense lines• Expense Report Presentation-40 Minutes• Break – 10 Minutes• Hands On – Create an Expense Report 45 Minutes