IT&R/DDL Travel Request Form Training Manual

Transcription

1 IT&R/DDL Travel Request Form Training Manual Visit the IT&R Business Center website at visit the travel section and click on to the IT&R/DDL Travel Request Form. This guide in general, moves in TAB order through the form. There are three subsections, Traveler Information, Event Information, and Estimated Expenses. The steps are ordered starting with the top left field, and progress down to the end of the subsection, then back up to the top right, and then down again. Exceptions occur when information is automatically entered by ServiceNow Traveler Information 1) Enter the name of the traveler (this may be someone other than the person submitting the form) this can be done by name or NID, the system will search for the entered information and return a list of matches. Please wait for the correct name to be displayed before moving onto the next step Once entered, the following fields will auto populate (information from PeopleSoft) Employee ID or vendor #, Phone Number, Department, and Traveler's Immediate Supervisor. Please verify the information is correct. Page 1

2 Cell Phone Number should be entered when required by your department s processes or when it is necessary to provide a non work contact number 2) By default the requestor s immediate supervisor will receive a notice from ServiceNow, once the completed form is submitted, for approval. If additional approvals are required select yes for Are additional approvers required for your area. If not, select no If traveler is not a UCF employee, such as an interview candidate, enter the manager making the request as the Immediate Supervisor 3) Employee s Home Address. This is necessary to determine mileage reimbursements, as well as help determine meal reimbursements for overnight trips. Please include city and Zip Code. 4) Date of Birth required for booking airfare Page 2

3 5) Type of Travel 6) Enter Known Traveler, Frequent Flyer, or Hotel Rewards Program Type and Number(s) Here If you have a Know Traveler number, or a travel rewards number, such as frequent flyer, or hotel rewards, enter that information here. 7) Is Traveler a UCF Student? Yes Traveler is currently enrolled in at least 1 class at UCF No Traveler is NOT currently enrolled in any classes at UCF Page 3

4 8) Is Traveler a US Citizen Yes No 9) Is Traveler An Employee They work for UCF Non Employee/Independent Contractor Anyone who is not employed by UCF i.e. an interview candidate being brought in for an interview and, or a speaker, consultant etc. Page 4

5 Event Information 10) Event Name Enter full name of the event the travel is for 11) Website Link to Event Enter a link to the event if applicable 12) Destination/Location List the City and State the event is taking place 13) Travel Start Date Date travel begins, the date leave home/work to start travel (this is not necessarily the first day of the event) 14) Travel Start Time Estimated time traveler leaves home/work 15) Travel End Date Date travel ends (this is not necessarily the last day of the event) 16) Travel End Time Estimated time returned Page 5

6 17) Transportation to be used Check all boxes that apply o Personal Vehicle o Airplane o Taxi/Shuttle/Uber/Public Transit System (or any other paid transportation service) o State Vehicle (UCF owned vehicle) o Other (if using some method not listed here please describe in detail) 18) Travel Originates From Home If Travel begins on a weekend, or outside of business hours (Before 7:00am or after 5:00pm) use home Office If Travel beings on a week day, during business hours use office 19) Benefit to UCF Provide a justification statement Estimated Expenses 20) Estimated Expenses For each section please list the expected costs, if you do not expect a cost in a particular category please enter 0. For additional details and allowable expenses see the F&A Travel Manual ( Travel Reference Guide ( content/uploads/sites/2/travel_reference_guide.pdf) or speak to your departments travel contact or contact the Business Center Registration Enter the full published price for the event Is There a Discounted/Early Bird Rate Available For This Event? o No Page 6

7 o Yes If yes, enter the Discount amount (enter a negative number) and the date the rate expires, if no expiration date, enter the date the event begins Airfare Hotel Meals Calculated at $36 a day. Meals included in the registration fee, or with hotel cannot be reimbursed to the traveler (for more details content/uploads/sites/2/travel_reference_guide.pdf) Per Diem Per Diem is NOT the same as daily meals. Per Diem is a straight $80 per day for meals AND lodging, with no requirement to turn in receipts. If Per Diem is paid, meals and lodging cannot be claimed Training Materials/Exhibit Materials/Presentation Materials This is for materials purchased during the trip to support training, a presentation or exhibit the employee is taking or giving. Mileage Calculated at $0.445/mile. Car Rental Use State Contract rate via Enterprise ( 201) Parking At the Airport, hotel, convention center etc. Taxi/Shuttle/Uber/Lyft/Public Transportation Tolls Reference Express Way Authority ( and Turnpike site ( for toll calculators BusinessCall/Internet Separate charges for business calls and or Internet access Total Requested The form will calculate the totals, this cannot be changed. If the request is less than the amount total make a note of it in the Additional Information Required by Your Department Field. **If trip approved at a lesser amount then requested, provide the total amount approved in comments** Additional Information Required by Your Department Use this field to provide any other information need for approval and or reconciliation of this request Page 7

8 21) Submitting Review all entries and confirm that all required fields marked with an * are completed and press submit to begin the approval workflow 22) A notification will be sent. The Request number will be at the top of the ServiceNow page. An will also be sent to the requestor. This will also allow the requestor to track their order Page 8

9 23) Once the travel has been fully approved, everyone in the workflow, will receive an from ServiceNow indicating the PO has been opened, and travel arrangements can begin. All receipts and supporting documentation must be scanned and attached to the ticket. Please follow your departments established procedures for booking travel. 24) Upon Return the requestor must return to the ticket to upload their receipts by logging into ServiceNow and Click on My Tickets. Click on the gold paperclip icon at the top or bottom of the page and find the file you wish to upload. Page 9

10 If an incorrect item is uploaded you can see a list of attached documents in the box at the bottom of the screen and edit the file name, and delete attachments, click on the x. Returning to the Ticket At any point after the ticket has been submitted, the user can return to ServiceNow, log in, and view the status of their request. Clicking on My Tickets and the top of the page will display all of your currently open requests, clicking on one will show the current state as well as any notes or updates to the ticket. Questions? For questions regarding the Travel Request form, please contact the budget coordinator designated for your department. Thank you! Page 10