Edinburg Consolidated Independent School District

Transcription

1 1 Edinburg Consolidated Independent School District WebTravel User Guide Table of contents Main Menu Functions Page(s) I. Login Process 2 II. Student Request 3 a. Trip Type 4 b. Destination 5-7 c. Other Employees 8-10 d. Student Travel Action Dashboard 11 e. Meals 12 f. Lodging 13 g. Expenses h. School Bus i. Budget j. Attachments 20 k. Submit 21 l. Deleting 21 III. Employee Request 22-37

2 2 LOGIN PROCESS: Figure 1: To log into WebTravel you will use your Active Directory user id / password assigned by the Technology Department. The Active Directory user id and password is the same as the one you use to log into your work computer. Note: WebTravel does not manage user id and passwords, the Active Directory user id/password is managed by the District s Technology Department. Figure 2: The main menu will display as seen on Figure 2. Your screens will vary according to your security profile. 3. To create a Student travel request click on New Student Request on the WebTravel Main Menu. Note: The WebTravel log session timeout is 10 hrs. After 10 hours, the system will redirect you to the login screen.

3 3 NEW STUDENT REQUEST: Special Note: Anytime a teacher is leaving their instructional setting the teacher must have a WebTravel request approved prior to their trip. A WebTravel request must be generated and approved 1) teacher remains on campus but is not in the classroom and needs a substitute; 2) teacher is attending an event within ECISD and needs a substitute; 3) teacher is leaving the ECISD premises. Students need a WebTravel request anytime they leave their instructional setting outside of their campus or traveling for an organized school sponsored event. All student or employee requests must be prepared 21 days prior to the departure date in order to allow ample time to obtain all required levels of approval/electronic signatures. If the request does not adhere to this guideline, you will be prompted to enter an explanation for not adhering to the 21 days. TRIP TYPE: Figure 3: Select the Funding source by clicking on the type of funding for the request. Regular Budget is the ECISD General Ledger Accounts; Club Account refers to PTO/PTA; Booster Clubs; and other types of funds that are not part of the ECISD General Ledger; Budget & Club Acct indicates you will be using a mixture of GL accounts and other funds not part of the GL; and No Cost indicates there will be no type of expenses. 5. Select the type of Trip by clicking on one of four selections (Out of State, Out of Valley, Overnight, or In Valley (Triangle is inclusive of Valley to Laredo to Corpus Christi). 6. Once you have made your selections, click on the button. Figure 5 will display. TRIP TYPE:

4 4 Figure 4: The Trip ID is automatically assigned as seen above in Figure Click on the button. DESTINATION DETAILS: Figure 5: Student Travel Action Dashboard The Dashboard is located on the left side of the Destination Details screen (below) is used to navigate through the different menus Meals, Lodging, District Vehicle, Expenses, Budget, and Attachments. This Dashboard will be covered in more detail on page The Subscribers button is used to add additional recipient(s) to receive an notifying them of the request status. DESTINATION:

5 5 Figure 6: Type in the Employee ID of the main sponsor then click on the button. This will retrieve the Employee name from the District s Personnel employee file. 11. Select the Campus for the Employee by clicking on the down arrow. 12. Type in the Sponsor s Organization (not their campus) for example: Attendance, National Honor Society (NHS), Counseling, Cheerleaders, Football Team, Mariachi, etc. 13. Type in the number of Attendees: Number of Students, Number of Employees, Number of Non-Employees (Non-employees are parent chaperones or anyone that is not a District Employee), Bus Drivers. Please adhere to the District s ratio requirements. 14. In the Club Account(s) button you will indicate the Club Name, Club Number, and Amount being paid from the club(s). 15. Select an Event Type (these events are defined by the District (Athletics, Conference, Mandated Training, Staff Development, Student Activities, and Testing, if the event type is not listed, contact your WebTravel Administrator) 16. Type in the Activity Title, please be descriptive. Examples of Activity Titles are: Life Science Adventure at McAllen Museum or Varsity Football EHS vs. Weslaco instead of Varsity Football Game. DESTINATION: (continued)

6 6 17. Figure 7: Type in the Activity s Location: Gym, Cafeteria, Convention Center, etc. 18. Type in the Address, City, State, and County where the activity will take place. 19. Type in the Travel Dates. Select the Dates using the calendar icon. In most travel requests the travel and attendance dates will be the same; however on overnight trips, the date(s) of Travel are earlier than the date(s) of attendance. The WebTravel system will default the first date Travel From Date selected to other dates. Use the calendar icon to select a different date. 20. Type or select the Departure/Return times. Clicking the clock icon will bring up the time selector. If desired time is not listed, click on the Departure or Arrival textbox and type in the time. WebTravel allows various entry types for time. You can type in a 9 and WebTravel will recognize this as 09:00 AM; or type in 09:00 AM. Military times can also be entered; 1300 is considered as 01:00 PM. Users can also enter the time after 12 pm using the short notation. For example, to enter 03:30 PM, users can just type in 330pm and WebTravel will automatically format the entry to 03:30 PM.

7 7 DESTINATION: (continued) Figure 8: Type in the Event Description by clicking on the icon. A window will display where you can type in, copy, and/or paste the Event Description. The description is limited to 1,000 characters including spaces, punctuation, and special characters. 22. Select the Method of Transportation by clicking on one of the following District Bus, Plane, or Other. When selecting Other, WebTravel requires the Other Explain textbox be filled to further explain the method of Travel i.e. personal vehicle or rental. 23. Once all the fields are filled you are ready to save, click on the button, this will save the Destination travel request.

8 8 OTHER EMPLOYEES: Figure 9: To add additional employees, click on the icon. This will bring up the Other Employees Traveling window as seen below in Figure 10: Figure 10: 25. To add Employee(s) to Employee Travel Request list, click on one of the two icons displayed below If you do not know your Employee s ID click on the icon, and you will be directed to the Employee Name Search Tool. 27. If you know your Employee s ID click on the icon, and skip to step number If you clicked on the icon you will be directed to the Employee Name Search Tool shown on page 9 in Figure 11.

9 9 OTHER EMPLOYEES: (continued) Figure 11: Type in the Employee Name, then click on the icon to retrieve the Employee name from the District s Personnel employee file. The employee name will display. 30. Click on button. This will add the selected employee to the Other Employees Traveling page as shown in below. 31. If you clicked on the icon you will be directed to the ADD EMPLOYEE TO TRAVEL REQUEST on the data entry screen as shown below in Figure 12. Figure 12: Type in the Employee ID, then click on the icon to retrieve the Employee name from the District s Personnel employee file. The employee name will display. 33. Select the Campus where the employee works.

10 10 OTHER EMPLOYEES: (continued) 34. Click on icon. This will reload the Other Employees Traveling list as shown in Figure 13. Figure 13: To delete an employee from the request, click on the icon. To close the Other Employees window, click on the close button for the window as shown below: This will return you to the Student Travel Request.

11 11 STUDENT TRAVEL ACTION DASHBOARD: Figure 14: 36. The Action Dashboard displayed to the left (figure 14), provides you access to different areas of the travel request. Click on the appropriate button to open the selected page. 37. Clicking on the button will display Figure 15 on page Opens the Trip Type window Opens the Destination Details window Opens the Subscribers window Opens the Meals window Opens the Lodging window Opens the School Bus window Opens the Expenses window Opens the Budget accounts window Opens the Attachments window

12 12 MEALS: Click on Add Meal Instance. You will be prompted to enter the meal information per day and meal needed (breakfast, lunch, dinner). Meals page must be filled out even if the funding is a Club Account(s). Figure 15: Click on Meal Type arrow to choose the meal type. Select the appropriate meal (Breakfast, Lunch, or Dinner). 40. Enter the number of days. The dollar amount will default to $7.00 per meal. WebTravel will automatically calculate each category (students, employees, non-employees, and bus drivers). The grand total will display at the bottom of the category breakdown. 41. The counts for the categories are brought forward from the destination page. 42. Enter the Vendor information in the Notes box and any additional information needed. 43. After each meal type is entered click on the button. When a correction is made to the meals page click the update button to save changes. Repeat steps to enter additional meal types.

13 13 MEALS: You can edit each meal instance individually or delete it completely. Note: To change the number of students, employees, non-employees or bus drivers you need to close the meals page and update the counts on the Destination page to display the modified counts on the meals page. Make sure you return to the meals page and update the number of students, employees, non-employees, or bus drivers to match the Destination page counts if necessary, WebTravel will not automatically adjust the Meal calculations.

14 14 LODGING: Click on Add Lodging. You will be prompted to enter the number of rooms; price, number of days and tax rate (percent). The system will calculate and display the totals. The lodging page must be filled out even if funding is a Club Account(s). Figure 16: Enter the Number of Rooms, Hotel Room Rate, Number of Days, and City Tax percent (city taxes are applicable for school districts). 46. On the Tax Rate you can click on Help me Select a City if you are not sure the city tax rate. 47. Enter the Hotel Name and Address in the Notes box. Both are required to explain Lodging stay. 48. Click on the button Note: WebTravel will automatically calculate the Total with Tax Percent entered. **To clear the lodging information you will need to click on delete on each instance entered. Lodging totals do not need to be entered in the Expenses tab. The exception to this is if the rates differ for different days of the week. For example Rate is higher for weekend. Then the difference would be entered on the Expense tab.

15 15 EXPENSES: Figure 17: To add an expense, click on the icon, Figure 16 below will display. Do Not Enter Meals and Lodging as expenses on the Expense Tab. Figure 18: Select the Expense type from the drop down menu. Enter the Units, Fee Amt., and Total. The Budgt Amt is used only when using a Club Account or mixture of Budget and Club Accounts to pay for the expense. Enter the amount the GL budget account is paying. 51. If required, type in a small explanation. If you selected Club Accounts, enter the Club Account paying for the expense and the amount. 52. Click on the button Note: When selecting District Vehicles on the Expense type, the following button will display: The button assists the user in determining the expense for a District School Bus. Note: If the trip will be taking place in the following cities: Weslaco, Donna, Edinburg, Hidalgo, McAllen, Mission, Pharr, San Juan, Alamo, the cost of the Bus is determined by the district as a flat rate of $ If the destination city is not one of these cities listed above WebTravel will calculate the two-way mileage using Google Maps based on the address entered in the Destination Page and will charge by mile at the district s amount per mile.

16 16 EXPENSES: (continued) To add an expense, click on the icon button 54. To edit an expense, click on the icon 55. To delete an expense, click on the delete icon

17 17 BUS REQUEST: Figure 19.1: To create a bus request fill in the following: 56. Loading Zone (this is the place to pick up the students). 57. Phone Number or Numbers where the sponsor can be contacted. 58. Conference Time of the sponsor, in case transportation needs to call, this doesn t need to be a definite time, for example: Any time after 1:00 pm is a valid entry. 59. Vehicle types required: enter the number of vehicles that your request requires 60. Enter any Special instructions for the Transportation Department, if none needed leave this field blank. 61. When you have entered all the information, click the button. Only if Vehicle type chosen is a van or suburban Driver s Name and Driver s License will be required as shown below

18 18 BUS REQUEST: (continued) Figure 19.2: 61. Figure 19.3: 62. Click on the icon to advance to the additional Information required screen. Figure Driver s Name (enter the name of Driver). 64. Enter the TX Driver s License # on DL. 65. DOB enter the date of birth of the driver. (month/day/year) 66. Then click on icon to return to figure 19.2 shown above. Don t forget to click after you are done.

19 19 BUDGET ACCOUNTS: If the request funding source is this section is not required. The originator does not have to enter a budget account to submit his/her request. This section is to assist the Secretary in adding a budget account to charge the trip if needed To add an account, click on the button to display Figure 18 below: Figure 20: Type the 20 digit Account Code to pay for the expense. (WebTravel automatically tabs to the next account code) 69. Type in the Amount to be charged to the account entered. 70. Select the Type of account (select the School Bus option to pay for the school bus, select Other option to pay for an expense other than a school bus) Selecting Other will open up an additional Other Explanation textbox. In this textbox, enter the rationale for using the account up to a maximum of 350 characters including spaces, punctuation, and special characters. Remember to include meal and lodging amounts. 71. Click on the button

20 20 ACCOUNT DELETION: (continued) The budget account will be verified against the ECISD General Ledger. If the account does not exist, an error message will appear. If account is verified successfully the following will appear: To edit an account, click on the button. 73. To delete an account, click on the delete icon. A prompt will appear for you to confirm the account deletion as shown on Figure 19 above. Figure 21: Clicking on OK deletes the record. Clicking on Cancel disregards the delete command.

21 21 ATTACHMENTS: Figure 22: Uploads help WebTravel approvers decide whether to approve a trip or not. This feature reduces the need of paper copies for travel requests. In addition, the attachment of supporting documentation is preserved and archived during and after the approval process. The preferred document type of WebTravel is Portable Document Format (PDF) which is a universal file format from Adobe. The maximum attachment size of any given document in WebTravel is 3 Mb (Megabytes). To optimize your attachment file size, please ask the Technology department or campus Tech contact to configure your scanner to 300 dpi (dots per inch). This resolution will allow you to scan up to 200 pages and remain under the 3 Mb maximum that WebTravel requires for Uploads. To upload a document: 74. Select the Type of upload using the drop down box. If Other item is selected, an additional textbox will appear allowing you the flexibility to explain what the attachment is for. This list of Upload Types is maintained by your website administrator. 75. Locate your file by clicking on the button. This will open up a list of your computer s folders and drives. 76. Once you have selected your file, click on the button Once the document has been successfully uploaded, the screen will look like the following: To delete an attachment, click on the icon.

22 22 SUBMIT: Once an originator submits his/her request, WebTravel will automatically assign the request to your Campus/Organizational secretary or individual assigned to review all travel requests for accuracy and completion. When the icon is clicked, WebTravel performs the following validations: 1. If Meals section is needed it must be filled out no matter the funding. 2. If Lodging section is needed it must be filled out no matter the funding. 3. At least one expense must be included if the trip type (TTYPE) is not No Cost. 4. At least one upload must be included. WebTravel will enforce Upload Types which the district has labeled as required prior to submission. Upon successful submission, WebTravel will your campus/organization secretary/individual assigned a notification of items pending their action. REQUEST DELETION: To delete a request, click on the confirm or cancel the deletion as shown below: button. A warning prompt will appear allowing the user to Note: User must enter a reason before confirming the deletion. If a user accidently deletes a request, contact your website administrator for assistance in restoring the request.

23 23 EMPLOYEE TRAVEL REQUEST: A WebTravel employee request contains many similar options to a student request with the following exceptions: An employee request does not have an Organization/Club It cannot be funded by Club Accounts Employee Title is required Method of Travel Car is included so that employee(s) can utilize it to claim mileage (check with your supervisor if a request can be used to claim mileage) Authorized School Business (ASB) types are different from student requests Expense types are different Student Meals is disabled Student Lodging is disabled Upload types are different Special Note: Anytime a teacher is leaving their instructional setting the teacher must have a WebTravel request approved prior to their trip. If a teacher remains on campus but is removed from the classroom or is attending an event within ECISD and needs a substitute, a WebTravel request must be generated and approved for the teacher. All requests must be prepared 21 days prior to the departure date in order to allow ample time to obtain all required levels of approval/electronic signatures. If the request does not adhere to this guideline you will be prompted to enter an explanation for the deviation of the 21 days.

24 24 EMPLOYEE TRAVEL REQUEST: Figure 23: To fill out this form: 1. Answer how the request will be funded question Regular Budget, Club Account or Budget and Club Account No cost it is a free workshop / conference 2. Select the Type of Trip 3. Click on the button Figure 24: An auto generated TripID number is created that will be referenced throughout the travel request. 5. When the TripID is assigned as shown on Figure 23 above, click on the button.

25 25 DESTINATION: 6. Figure 25: Type in the Employee ID of the lead employee then click on the button. This will retrieve the Employee name and position title from the District s Personnel employee file. 7. Select the Employee s campus. 8. Select an ASB Type (these events are defined by the District (Athletics, Conference, Mandated Training, Staff Development, Student Activities, and Testing. If the event type is not listed, contact your website administrator) 9. Type in the Conference Title, be as specific as possible. 10. Type in the Activity s Location : Convention Center, Hotel, Region One, etc. 11. Type in the Address, City, State, County where the activity will take place.

26 26 DESTINATION: Figure Type in the Travel Dates and Attendance Dates. On most requests these will be the same; however on overnight trips, the date of Travel is earlier than the date of attendance. By default, WebTravel will copy the first date selected on the Travel Date from textbox to other dates. Use the icon to display the calendar and change date. Do the same for the remainder of dates. 13. Type or select the Departure/Arrival times. Clicking the clock icon will bring up the time selector. If desired time is not listed, click on the Departure or Arrival textbox and type in the time. WebTravel allows various entry types for time. You can type in a 9 and WebTravel will recognize this as 09:00 AM; or type in 09:00 AM. Military times can also be entered; 1300 is considered as 01:00 PM. Users can also enter the time after 12 pm using the short notation. For example, to enter 03:30 PM, users can just type in 330pm and WebTravel will automatically format the entry to 03:30 PM. 14. Type in the Conference Description by clicking on the icon. This brings up a window where you can type in/copy/paste your Conference Description. This description is limited to 1,000 characters including spaces, punctuation, and special characters. 15. Select the Method of Transportation by clicking on the method. When selecting Other, WebTravel requires the Other Explain textbox be filled to further explain the method of Travel. 16. When ready to save, click on the button, this will save the Destination request. 17. To add Other Employees traveling, click on the icon.

27 27 OTHER EMPLOYEES: 18. After clicking on the icon you will arrive at the Employee Travel Request screen which is displayed below in figure 27. Figure To add Employee(s) to Employee Travel Request list, click on one of the two icons displayed below If you don t know your Employee s ID click on the icon, and you will be directed to the Employee Name Search Tool. 21. If you know your Employee s ID click on the icon and skip to step number If you clicked on the icon you will be directed to the Employee Name Search Tool shown below on Figure 28. Figure 28: Type in the Employee Name, then click on the icon to retrieve the Employee name from the District s Personnel employee file. The employee name will display. 24. Click on button. This will reload the Other Employees Traveling list as shown in Figure 30.

28 28 OTHER EMPLOYEES: (continued) 25. If you clicked on the icon you will be directed to the ADD EMPLOYEE TO TRAVEL REQUEST data entry screen as shown below in Figure Figure 29: Type in the Employee ID, then click on the icon to retrieve the Employee name from the District s Personnel employee file. The employee name will display. 27. Select the Campus where the employee works. 28. Click on icon. This will reload the Other Employees Traveling list as shown in Figure 30. Figure 30: To delete an employee from the request, click on the icon. To close the Other Employees window, click on the close button for the window as shown below: This will return you to the Employee Travel Request.

29 29 EMPLOYEE TRAVEL ACTION DASHBOARD: Figure 31: 30. The Action Dashboard displayed to the left (Figure 31). Click on the appropriate button to open the content window for the selected button. 31. Clicking on the button will display Figure 32 on page Opens the Trip Type window Opens the Destination Details window Opens the Subscribers window Opens the Meals window Opens the Lodging window Opens the School Bus window Opens the Expenses window Opens the Budget accounts window Opens the Attachments window

30 30 MEALS: Figure 32: 32. The Don t Fill button is defaulted indicating no meals required. 33. If the request requires meals, click on the Fill button. 34. Click on the button. MEALS PAID TO VENDOR: Figure 33: Type in the vendor name, amount, and notes then click on the button Do not enter the meals expense on the Expense Tab 36. Fill in the desired number of Employee Meals. Type any notes needed in the Meal Notes section. The Students and Non-Employees are grayed out since they are not needed. WebTravel will auto calculate the totals in this section. 37. Click on the button; you must click update each time corrections are made to the Meals section.

31 31 LODGING: Figure 34: The Don t Fill button is defaulted. If Lodging is needed, click on the Fill button, and proceed to fill in the required information. The form will be enabled when Fill button is selected. 39. Type in the Hotel Name and the Hotel s address 40. If Notes are required to further explain Lodging stay, click on the button 41. Click on the Number of Rooms, Hotel room rate, number of days for the stay, and City Tax (city taxes are applicable for school districts) 42. Click on the button Note: WebTravel will auto calculate the Total without Tax, the Tax Total, and the Totals Sections. **If the form was filled and saved but is not needed after all, click on the Don t Fill button, and then click on the button this will clear the information entered. Lodging totals do not need to be entered in the Expenses tab. The exception to this is if the rates differ for different days of the week. For example Rate is higher for weekend. Then the difference would be entered on the Expense tab.

32 32 EXPENSES: To add an expense, click on the icon The following screen will display: Figure 35: To create an expense: 44. Select the Expense Type from the drop down menu 45. Type in the number of units, Fee amount 46. If required, type in a small explanation 47. Click on the button When selecting Car Mileage on the Expense type, the following buttons show up: WebTravel will calculate the one way distance using Google Maps.

33 33 EXPENSES: (continued) Figure 36: To edit an expense, click on the icon 49. To delete an expense, click on the icon

34 34 DISTRICT VEHICLE: Figure 37: To create transportation request fill in the following: 50. Loading Zone (this is the place to pick up the passengers) 51. Phone Number or Numbers where the staff member and/or sponsor can be contacted 52. Conference Time of the staff member and/or sponsor, in case transportation needs to call, this doesn t need to be a definite time, for example: Any time after 1:00 pm is a valid entry 53. Vehicle types required: be as specific as possible as to the number of vehicles that your request requires 54. Special instructions for the Transportation Department if any. If no special instructions are needed, simply leave this field blank. 55. When you have entered all the information, click the button.

35 35 BUDGET ACCOUNTS: The originator does not have to enter a budget account to submit his / her request. This section created to assist the Secretary in obtaining a budget account or Charter Club account where to charge the trip. When the button is clicked, the Budget accounts window opens as shown below: To add an account, click on the button. The account input area appears as shown below: Type the 20 digit account code to pay for the expense in the trip (WebTravel will automatically tab as you enter the budget account) 57. Type in the amount to be covered by the account 58. Select the type of account (If the account is used to pay for the School Bus, select this option. If the account is used for something other than a school bus, select Other ) Selecting Other will open the Other Explain textbox. In this textbox, enter the rationale for using the account up to a maximum of 350 characters including spaces, punctuation, and special characters. For example you can use the following: This account will pay for meals, lodging, and parking fees 59. Click on the button

36 36 BUDGET ACCOUNTS: (continued) The budget account will be verified against your District s General Ledger. If the account does not exist, an error message will appear. Upon successful insertion of an account, the following will appear: To edit an account, click on the button. 61. To delete an account, click on the icon. A prompt will display for you to confirm the account deletion as shown on Figure 35 below: Figure 38: Clicking on OK deletes the record. Clicking on Cancel disregards the delete command.

37 37 ATTACHMENTS: Figure 39: Uploads help WebTravel approvers decide whether to approve a trip or not. This feature reduces the need of paper copies to be handed down along with the copy of the request. In addition, the attachment of supporting documentation is preserved and archived during and after the approval process. The preferred document type of WebTravel is PDF (Portable Document Format) which is a universal file format from Adobe. The maximum attachment size of any given document in WebTravel is 3 Mb (Megabytes). To optimize your attachment file size, please ask your Technology department to configure your scanner to 300 dpi (dots per inch). This resolution allows you to scan up to 200 pages at while remaining well under the 3 Mb maximum set in WebTravel Uploads. To upload a document: 62. Select the Type of upload using the drop down box. If Other item is selected, an additional textbox will appear allowing you the flexibility to explain what the attachment is for. This list of Upload Types is maintained by your website administrator. 63. Locate your file by clicking on the button will open up a list of your computer s folders and drives. 64. Once you have selected your file, click on the button Once your document has been successfully uploaded, your screen will look like Figure 37 below:

38 38 ATTACHMENTS: (continued) Figure 40: To delete an attachment, click on the icon.

39 39 SUBMIT: Once an originator submits his / her request, WebTravel will automatically assign the request to your Campus / Organizational secretary. When the icon is clicked, WebTravel performs the following checks: 1. Meals section has been filled (even if the request will not be requiring them, originators are to click on the Don t Fill button, then 2. Lodging has been filled, just like the Meals section 3. At least one expense has been included 4. At least one upload has been included. WebTravel will also enforce Upload Types which your district has labeled as required prior to submission. Upon successful submission, WebTravel will your campus / organization secretary / individual assigned a notification of items pending their action. REQUEST DELETION: To delete a request, click on the confirm or cancel the deletion as shown below: button. A warning prompt will appear allowing the user to Note: User must enter a reason before confirming the deletion. If a user accidently deletes a request, contact your website administrator for assistance in restoring the request.