Registering Travel as a Proxy in the Travel Registry -Terra Dotta

Transcription

1 Registering Travel as a Proxy in the Travel Registry -Terra Dotta 1. When a Travel Authorization is required for a trip, you must register your travel itinerary in the Travel Registry Terra Dotta. This job aid will walk you through the process to register a travel itinerary as a Proxy for another individual. You can log into the Travel Registry-Terra Dotta via the PeopleSoft Finance page: or via the Portal, under Quick Launch>Campus Tools>Terra Dotta Travel Registry: Date created: 4/25/2018 Page 1 of 12

2 2. You will come to the Terra Dotta travel registry landing page. Click on Dartmouth Campus Travel Registry, on the menu to the left. 3. Two options are available; you can register travel for yourself, or for another individual (proxy). Click on the proxy registration button. Date created: 4/25/2018 Page 2 of 12

3 4. The User Identification Wizard opens. Select the first option and click Submit. 5. Log in with your UMassD credentials (the same as your credentials). Select Dartmouth as your campus from the drop down menu. Click Login. Date created: 4/25/2018 Page 3 of 12

4 6. First time users ONLY will register their own profile. You will not need to do this step again in the future. Note: This is the Proxy s information- not the registrants. Select Yes to continue. Click Submit. Date created: 4/25/2018 Page 4 of 12

5 7. Enter the official UMassD address of the individual for whom you are entering travel in the Address field. NOTE: You must use the official, full, UMassD address, not an alias that the individual created. The username should not contain a. Select Dartmouth as the Campus Filter. Click Search. 8. Click the Register button to the right of the name of the individual for whom you wish to create a registration Date created: 4/25/2018 Page 5 of 12

6 9. Verify that the information for the individual is accurate. 10. Fill in the Required Information in the fields. Select Dartmouth All Departments for the department. The Employee ID Number can be found on the individual s Pay Advice in HRDirect. Note: Once this information is entered in once, it will default in for the next registration. Date created: 4/25/2018 Page 6 of 12

7 11. You will need to enter each travel segment of your trip. Include layovers and airports or train station cities if you are travelling by air or rail. A calendar pops up when you place your cursor in the date box to indicate the first portion of your trip. Select a date when you travel TO that specified location. Select a date when leave THAT same location. Repeat for each individual segment of the trip. 12. Type in a location, or select an option from the menu. Enter the first few letters of the city or country in the location/destination field to narrow your search. Highlight the destination. Click Add to Itinerary. The Itinerary is updated with the city and dates selected. Continue Step 12 until all travel segments are added to the itinerary. Date created: 4/25/2018 Page 7 of 12

8 13. If you cannot find the location, type the name in the location destination field and click Search. 14. The search will return all entries that begin with the text entered in the Location Destination field. Highlight it and Click add to Itinerary. Date created: 4/25/2018 Page 8 of 12

9 15 In the itinerary reminder, choose I understand from the drop down list. You may add a list of students, volunteers or others that are travelling with the registrant. Include the student name, student Id, Student phone number, student address, student emergency contact name, phone number and and relationship. Or You may attach a spreadsheet. A template spreadsheet may be found here: Click the folder Icon to attach a document to the itinerary. Click Choose File to select the attachment. Navigate to where you saved it and select it. Click Submit to add it to the itinerary. Date created: 4/25/2018 Page 9 of 12

10 17. Click Update to Save the Itinerary. You will see this message. Click OK Date created: 4/25/2018 Page 10 of 12

11 18. Go to Registrant > My Inbox to get the registration ID. You should also receive an copy. Click on the Subject Link to open the registration. 19. Log out of system by selecting Logout from the settings icon in the upper right portion of the banner. End of process. Date created: 4/25/2018 Page 11 of 12

12 20. When completing your Travel Authorization Entry in PeopleSoft, enter this 5-digit Terra Dotta Itinerary ID at the beginning of the *Event/Destination field. In the space remaining, enter a brief description of the event and destination, abbreviating as needed. Enter only the ID with no prefixes. Example: 12345/San Diego, CA Or 12345/Montreal, Quebec, CAN The details may be entered in to the comment field. Date created: 4/25/2018 Page 12 of 12