Registered User Insurance Instructions for Domestic Travel with Student Clubs/Organizations

Transcription

1 Registered User Insurance Instructions for Domestic Travel with Student Clubs/Organizations 1. Go to: linsurance.aspx. 2. Type in your User Name and Password and click login. 3. If you want to complete an application you ve saved, click the My Applications icon to search for your application. Click on the magnifying glass to reopen the application. 4. If you need to create a new application, click the Begin a New Application icon.

2 7. Click the Short Term Travel, Volunteer Labor, Misc. Trips & Activities icon. 8. To find the Division/Union/Conference for La Sierra University, click the Click to Select icon. 9. A separate box will pop up. Enter La Sierra University into the search box. Click Search. 10. Click the first option Pacific Union Conference > La Sierra University. 11. Type in La Sierra University as the Sponsoring Organization. 12. Continue filling in the remaining boxes with the appropriate information. Contact Name = your first name Contact Surname = your last name Address = your home address = your address Telephone No. = your phone number

3 13. Enter the project name. Because you are affiliated with La Sierra University, select Educational Sponsored Trip in the drop down box. 14. When the form is completely filled out, click Next at the bottom of the page. 15. If you are traveling with a small group of students, you can enter the names individually on the Add Participant section and skip down to step #16. You MUST enter your own name on this page if you are traveling even if you entered it as the contact name on the previous page. But if your student group size is fairly large, it will be easier to bulk import users from excel. To do this, download the file TravelHub Group List Upload from the printable forms page of the Risk Management website. Fill in the spreadsheet with the appropriate information. If anyone in your group is between the ages of 80 and 84, change the no to a yes in the column next to the name.

4 In order for the upload to work successfully, you need to delete all unnecessary rows, deleting anything above and below your participants names. To do this, begin by right clicking the 1 that signifies the first row. A pop up box should appear. Click delete. This will delete row 1. As you will see, the rows have all shifted up. You will need to now do the same action again by right clicking the 1 and deleting the row. Do this until all of the wording and rows above the names on your list are deleted and the top name is flush with the A, B, C, D columns. It should look something like the image to the right. Now, you will need to delete all of the excess rows underneath the last participant s name. So, Jane Doe would right click the 11 th row and select delete from the drop down box like she did in the last step. Delete all excess rows until your excel spreadsheet only contains the names and necessary subsequent columns. It should look something like this. Completely empty rows

5 Now save your excel file in a place that you can easily remember and access. Go back to your TravelHub page and click the Bulk Import Users From Excel link. Next, select Choose File and find your excel file that you just saved. Open the file. Once your file has been chosen, click Upload File. Congratulations! You should now be able to see each participant s first and last name in the appropriate columns as well as the appropriately selected bubbles regarding age and SDA sponsored trip. You can skip to step #17.

6 16. Check yes or no, indicating whether each participant is between the ages of 80 and 84 (If you did a bulk upload, it is already selected). Check SDA Sponsored Trip because La Sierra University is sponsoring your student group trip. 17. Enter the name of the city and state from which you are leaving. 18. Enter the destination information in the following box. 19. If traveling to multiple states or cities, there is no need to fill out a separate application for each. Simply select the main destination (United States) to which you will be traveling from the Country drop down box and type in the additional states to which you will be traveling (separated by a comma) in the box labeled State/Region/Province and the additional cities to which you will be traveling (separated by a comma) in the box labeled City. 20. Because you are traveling domestically (within the United States), select the No bubble next to short term travel.

7 21. Select No next to volunteer labor. 22. Because you are traveling within the United States, select the Yes bubble next to Misc. Trips & Short Term Activities. Two travel dates boxes will pop up once the Yes bubble is selected. 23. Click on the calendar icon to the right of the empty box to select the date your activity or travel begins. 24. When the calendar opens, select the date your activity or travel begins. 25. Next, select the date your activity or travel ends. 26. Click Add to Cart. Otherwise, the information on the page will be lost.

8 27. Your Cart is now visible. Edit and Remove options are available if necessary. If editing, always be sure to click Update when finished or your information will be lost. 28. If you are ready to proceed to payment, click next. (You do not have to pay on the next page) 29. This is the Totals and Authorization page (as shown by the figure to the right). 30. Your transaction fee should be $0.00. However, if your insurance total for your group equals less than $25.00, you will be charged a flat $25.00 for the entire group. This rate goes up if you exceed the $25 mark. Once you have read the policy, type the name of the contact person, his/her title, and initials. The name of this person should be the one filling out this application.

9 31. Click Proceed to Payment. 32. To check out, click the Check out with PayPal link. You will be redirected to the PayPal site where you will be able to pay. Using a PayPal account is not necessary, but having a credit card is. A Bill Me Later option is also available if you are able to pay using a department s account. 33. Once payment is complete, the site redirects the customer back to the Adventist Risk Management site. The page will contain a large yellow figure. Click the figure to print the Insurance Identification Cards as well as the Policy Summary. 34. Should you wish to print the cards at a later date, simply log back into your account at any time and click My Applications. There you will find all previous applications and links in which to print the ID Cards. *Don t forget to take your ID cards with you as you travel.