Overview... Page 2. eform Access... Page 3. eform Portal Navigation... Page 4-7. How to Start a Travel Diary eform... Page 8

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1 Travel Diary eform Work Instructions Contents Overview... Page 2 eform Access... Page 3 eform Portal Navigation... Page 4-7 How to Start a Travel Diary eform... Page 8 Personal Details... Page 9-10 Travel Diary... Page Travel Diary Details... Page Travel Diary Number... Page 19 Notes... Page 20 Purpose of Submission... Page Form Submission Errors... Page 23 Notification... Page 24 Applicant Review... Page Finalisation... Page 27 Help... Page 28 Page 1 of 28

2 Overview A Travel Diary eform is required to be completed by all staff including those with volunteer or honorary status, undertaking domestic and/or international travel for 6 continuous nights or more, including any private days. A Travel Diary must be submitted within 20 days of completing University travel. If you would like the Travel Diary assessed for private incidental/non incidental travel it can be submitted in advance for Finance Review before the travel has been undertaken Travel Diary entries must provide clear and detailed descriptions of activity and clearly differentiate between University business, study related and private travel. Once the information required has been completed, the Travel Diary including any relevant attachments will need to be submitted to Central Finance for final review. Travel Diaries must be completed in accordance with Australian Tax Office requirements. Failure to complete a Travel Diary will result in Fringe Benefits Tax being incurred and charged to the relevant Budget center or recovered from the employee. The Travel Diary eform is available through the eforms Portal on the UTAS intranet to all staff and can be completed by a Delegate on behalf of the travelling staff member or the Applicant (travelling staff member). If a delegate is completing on behalf of the applicant it is an audit requirement that all travelers review their travel diary. The following work instructions explain how to successfully complete a Travel Diary & submit for review or approval. For further information on University travel policies and procedures please refer to the Financial Services website. data/assets/pdf_file/0003/261534/travel-policy.pdf Page 2 of 28

3 eform Access The eform portal is a gateway to electronic forms and can be accessed via the UTAS internet. Below is the URL to access the Portal. Log on using your UTAS username (Pop ID) and password Select Continue to log into the eform portal Page 3 of 28

4 eform Portal Navigation On the left hand side of the eform Portal home page there are a number of different options available to the user. My eforms My eforms list any draft, in progress, to be actioned and completed eforms. Please note that you can only search on Travel Diaries that you have submitted, are included in, have actioned or completed. Page 4 of 28

5 Draft eforms Draft eforms are forms that have been partially completed and then saved. They have not yet been submitted for processing. Once the form is saved it will be allocated a Travel Diary number (Form ID). Click on the relevant form name to access the eform. To Action All forms which are awaiting action from you as the Reviewer or Approver are listed under the To Action tab. Select the relevant form name to open an eform to complete your authorisation task. Forms can be redirected to another Approver by selecting the forward option from within the form. Shortcut options are available under the Actions heading by using the Document button to open the form and the Arrow button to forward on the form. Page 5 of 28

6 In Progress eforms All eforms which have been started by you but not yet completed are listed under the Submitted by Me tab. All eforms which you have actioned and have gone on to a subsequent stage but are not yet completed are listed under the Actioned by Me tab. The current assigned to and step name details can be viewed here. Select the form name to access the eform. Page 6 of 28

7 Completed eforms All eforms that you have submitted or actioned and have been completed can be found under the Completed eforms tab. Select the Details option under the action heading to access a PDF copy. You can also complete a refined search by selecting the completed between dates or by selecting the different radio buttons - Submitted by Me, Include Me, Actioned by Me and Processed by Team (Finance use only) Page 7 of 28

8 How to Start a Travel Diary eform From the left hand side of the eform Portal home page select the Choose eform option. To initiate a Travel Diary click on the form name Travel Diary Page 8 of 28

9 Personal Details In the Personal Details section of the Travel Diary your employee details will automatically default from your log on details. The form will use data from the UTAS active directory to retrieve names and addresses and person/position related data from HRMS (Human Resources Management System). This section will capture the details of the person to whom the form applies. If you are the Applicant please leave the default details. If you are a Delegate and submitting a Travel Diary on behalf of the Applicant, you will need to update the personal details. Select the tick box To submit on behalf of another person select and enter their details below From the search box enter the travelers first name and/or last name Select the magnify glass to search and retrieve a pick list of related names From the returned list select the red tick box next to the correct name to populate the traveler s information Page 9 of 28

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11 Travel Diary The Travel Diary section of the eform is where the budget centre and travel information is collected. Please note that after the initial entry the budget centre entered from the last submitted Travel Diary will automatically default into the budget centre field; this can be changed at any time. If you know the budget centre number or name this can be manually entered into the *Enter code or description field and selected by the enter key on your keyboard To search on the budget centre name, for e.g. enter the word business into the search field and click the magnify glass to search and return a list of budget centre s that have the word business in the description Choose the required budget centre by selecting the red tick button which will populate the information into the Budget Centre and Description field Page 11 of 28

12 Primary Destination - Use the drop down box to select the travel destination When travelling to multiple destinations, select the country where the most time will be spent If the Destination Australia is selected, a State drop down box will appear, please select the relevant state Other Destinations Use this field to list any additional destinations travelled to if applicable Enter the Travel date from and Travel date to by using the drop down boxes for the day/month/year Use the drop down box to select the Purpose of travel Page 12 of 28

13 If you are unable to find a relevant purpose of travel from the drop down list, please select the Other option. A free text field (50 character limit) will appear for you to specify the purpose of travel Page 13 of 28

14 Travel Diary Details The next step is to enter the Travel Diary details. There are three options to choose from by selecting the applicable radio button. Travel Diary Declaration no private days radio button If you are travelling for 100% University purposes, with no private travel component included, the Travel Diary declaration no private days radio button can be selected. No further Travel Diary details will need to be entered or attached. University business days are those undertaking formal business activities and will include: transit days when travelling to a business destination from home or from a business destination returning home a recovery day for long haul international travel (excluding short haul international such as Oceania and Asia) weekends and public holidays surrounded by business travel days with formal business activities (excluding those days falling between a transit day and business day that is not a recovery day) unavoidable delays between business activities (further guidance provided in the Travel Procedures) Please read the no private use declaration statement. By selecting the check box you are declaring that you comply with University policy. Please note that if you are the Delegate, you are not required to tick this box. Page 14 of 28

15 Attach Travel Diary radio button If you have prepared a Travel Diary in another format previously, this can be attached as the supporting documentation. Multiple attachments can be added to the form. Please note that the attachment must include all the travel information that is required in the Travel Diary details sections of the Travel Diary eform Scroll to the top of the form and select the Attachments tab Click on the Select button and locate the file to attach The attachment will appear next to a green bullet point Page 15 of 28

16 The document can be removed by selecting the x Remove button next to the attached document Select the +Add Attachment button to add the attachment The attachment details will display below The Travel Diary can be removed at any time be selecting the X button Select the Form tab at the top of the screen to return to the Travel Diary details Page 16 of 28

17 If you have not completed a Travel Diary previously and the travel includes personal days, you will need to enter the details into the eform. Private travel days include: weekends and public holidays not surrounded by business days with formal work activities personal days including annual leave, long service leave and time in lieu Enter Travel Diary radio button The first date of travel will default accordingly with the details previously added in the Travel Diary travel from date Enter the Place (50 character limit) Time Start will automatically default to 9:00, but can be changed by using the drop down boxes (times are shown in 24 hour format & are listed in 30 minute increments) Time finish will automatically default to 17:00, but again can be changed by using the drop down box the duration box will automatically calculate The duration field can be manually overridden by typing into the filed to account for any international time differences Page 17 of 28

18 Activity Undertaken please add as much detail as possible (200 character limit) To add the next date or to add a second entry for the same date (please note that multiple entries can be added for the one date, however the times can not overlap) Use the + (add) and - (remove) buttons to add or remove entries under each date Use the arrow button to navigate through the dates Page 18 of 28

19 Travel Diary Number Once the form has been completed, it can be submitted by selecting the Submit button. There are also the options to Save to Draft or Cancel the form. When the form is saved a Travel Diary number (Form ID) and receipt number is generated. Please note that the first 5 numbers is the Travel Diary number and is the number to use when referencing travel. The additional five numbers after the Travel Diary number will change after each workflow action & are referred to as receipt numbers. These numbers are used to track specific workflows within the system. Page 19 of 28

20 Notes The notes field is a free text field where any additional comments can be added; it is not a mandatory field (500 character limit). This is where any notes to the Applicant can be added & any notes for Central Finance, if submitting for Finance review. The note will also appear in the body of the which will be forwarded onto the Reviewer on submission of the Travel Diary. Page 20 of 28

21 Purpose of Submission Once the Travel Diary eform has been completed, it can be Submitted for Finance Review or Submitted for Finance Approval. There are two options for submitting: Submit for Finance Review radio button The Travel Diary will be sent to the Finance Pool for Review by Central Finance (this option is only available for review pre-travel). Please include any additional comments to Finance in the notes field. The tick box will need to be selected to confirm that the Delegate/Applicant has completed in compliance with University policy, please note that this is a mandatory field Once Finance has reviewed it will be sent back to the Delegate/Applicant with any additional notes for review or resubmission Submit for Finance Approval radio button The Travel Diary will be sent to the Finance Pool for Review and Finalisation by Central Finance The tick box will need to be selected to confirm that the Delegate/Applicant has completed in compliance with University policy, please note that this is a mandatory field Page 21 of 28

22 If a Delegate is completing on behalf of the Applicant (Traveler), the Travel Diary will automatically workflow to the Applicant as the first workflow step for review. It is an audit requirement that all travelers review their travel diaries. Once the Applicant has reviewed the Travel Diary it will be workflowed to Central Finance for Review and Finalisation. Page 22 of 28

23 Form Submission Errors The boxes marked with an asterisk * are mandatory fields and must be completed The form submission error will only appear if one of the mandatory fields in not completed and there is missing information. Details of the error/s will be provided and if the blue hyperlink is selected the Delegate/Applicant will be directed to the area of the eform that has an issue. If there are multiple errors, then each issue will be detailed separately Page 23 of 28

24 Notification Notification s will be sent to the Delegate and Applicant when the form is submitted (only one if these are the same). The Delegate and Applicant will be sent standard e- mails advising when a form has been finalised, returned or rejected by Central Finance. A reminder will be sent to the person who the workflow action is with, when a form has not been actioned, and will be sent 14 days after submission. In addition to the s, a Delegate or Applicant can track their forms through the eforms Portal. Example Page 24 of 28

25 Applicant Review On submission of a Travel Diary by a Delegate, the Applicant will receive an notification informing them that they have a Travel Diary eform to review. The Applicant can select the blue hyperlink from this and will be directed to the relevant Travel Diary in the eform portal. Once the Applicant has reviewed the Travel Diary, they have three options to choose from. Reviewed Select the Reviewed button to confirm the Travel Diary details Page 25 of 28

26 The Travel Diary will then be workflowed to Central Finance for Review and Finalisation The Applicant will need to select the tick box & confirm compliance with University policy in order to submit the Travel Diary for approval Cancel Travel The Cancel Travel option can be used if the travel is no longer required and will cancel the Travel Diary eform off the system Return The Return option can be used to return the Travel Diary to the Delegate for any amendments. A notes field will appear for any comments to be added. Please note the Applicant is unable to make any changes to the Travel Diary form Page 26 of 28

27 Finalisation The Delegate and Applicant will be sent standard s advising when a form has been finalised, returned or rejected by Central Finance. Any notes from Finance will be displayed in the body of the and will also appear in the notes section of the eform. Once any changes have been made the form can be re-submitted to Central Finance Submit for Finance Approval. Once the form has been finalised the PDF copy of the form and any attachments will be available to view under the submitter s My eforms tab Completed eforms option. Refer to page 7 for further details. Please note that once an eform has been finalised it can not be amended. Page 27 of 28

28 Help From the Help Tab you will find some useful Frequently Asked Questions & Answers. For any further questions or assistance when completing a Travel Diary eform please contact Financial Operations by phoning 3780 or travel.enquiries@utas.edu.au Please note that users may be referred to the IT Service Desk for technical issues Page 28 of 28