Non-Public Travel Requests Public User Documentation

Transcription

1 Public User Documentation Created May 27, 2016 Revised: December 6, 2016 Version: 1 Mission Statement To equip our students to achieve success in a global society by implementing an effective and rigorous curriculum with fidelity

2 Table of Contents 1 NON-PUBLIC TRAVEL REQUEST HOW TO ACCESS THE NON-PUBLIC TRAVEL REQUEST FORM CREATING A NEW NON-PUBLIC TRAVEL REQUEST Create, Modify, or Display? Rationale Request Information Travel Information Attachments SUBMITTING A NON-PUBLIC TRAVEL REQUEST MODIFYING A DISAPPROVED NON-PUBLIC TRAVEL REQUEST DISPLAYING A READ-ONLY COPY OF A NON-PUBLIC TRAVEL REQUEST NON-PUBLIC TRAVEL EXPENSE REIMBURSEMENT REQUEST HOW TO ACCESS THE NON-PUBLIC TRAVEL EXPENSE REIMBURSEMENT REQUEST FORM CREATING A NEW NON-PUBLIC TRAVEL EXPENSE REIMBURSEMENT REQUEST Modify or Display? Request Information Travel Information Services & Estimated Expenses Actual Expenses SUBMITTING A NON-PUBLIC TRAVEL EXPENSE REIMBURSEMENT REQUEST MODIFYING A DISAPPROVED NON-PUBLIC TRAVEL EXPENSE REIMBURSEMENT REQUEST Modify or Display? DISPLAYING A READ-ONLY COPY OF A NON-PUBLIC TRAVEL EXPENSE REIMBURSEMENT REQUEST NOTIFICATIONS NON-PUBLIC TRAVEL REQUEST SUBMITTED NON-PUBLIC TRAVEL REQUEST APPROVED NON-PUBLIC TRAVEL REQUEST DISAPPROVED NON-PUBLIC EXPENSE REQUEST SUBMITTED NON-PUBLIC EXPENSE REQUEST EXPENSES ADJUSTED NON-PUBLIC EXPENSE REQUEST APPROVED NON-PUBLIC EXPENSE REQUEST DISAPPROVED Revised: December 6, of 22

3 1 Non-Public Travel Request 1.1 How to Access the Non-Public Travel Request Form Open your web browser (Internet Explorer, Firefox, Chrome, etc.) and click on the Non- Public link. The Non-Public Travel Request Form will be displayed: Revised: December 6, of 22

4 1.2 Creating a New Non-Public Travel Request Complete all of the fields on the Non-Public Travel Request form Create, Modify, or Display? In the "Create, Modify, or Display?" section, select "Create New." Rationale The Rationale section contains questions for the user, confirming that the travel is aligned with the mission of the Dayton Public Schools District. It includes the following fields: What district initiative(s) does this activity address? What impact will your attendance at this activity have on your department or classroom as it relates to the Dayton Public Schools Mission? I agree to demonstrate new knowledge in the following way: Failure to comply may result in return of up to 1/2 of the total allocation. I will submit documentation of this new learning within six (6) weeks of my return from Revised: December 6, of 22

5 the workshop/conference. I understand that if I do not complete this contract I will be responsible for returning up to 50% of the total allocation Request Information The Request Information section contains information about the employee and the requester. It includes the following fields: Employee Information o Employee Name (REQUIRED) o Employee Vendor Number (REQUIRED) You MUST provide the employee's Dayton Public Schools Vendor Number in order to receive payment. If you do not have a Vendor Number, please click here to submit a request for a Vendor Number. o Employee Home Address (REQUIRED) o Employee Phone Number (REQUIRED) o Employee Address If an address is provided, he/she will be ed when the request is successfully submitted and when it is approved. Requester Information o Requested By (REQUIRED) o School Building Name (REQUIRED) o School Contact Name (REQUIRED) o School Contact (REQUIRED) This piece of information is critical. This MUST match what is saved in the internal system to be able to successfully submit a Non-Public Travel Request. If this address does not match Revised: December 6, of 22

6 what is saved in the internal system for the specified school, the request will not be submitted. This address will also be ed when the request is successfully submitted and when it is approved. o School Phone Number Travel Information The Travel Information section contains information about the travel itself. It includes the following fields: Reason for Travel (REQUIRED) Event Information o Conference Name (REQUIRED) o Destination State (REQUIRED) o Destination City (REQUIRED) o Location (REQUIRED) o From Date (REQUIRED) The beginning date of the conference o Through Date (REQUIRED) The ending date of the conference o Arrival Date (REQUIRED) The date that you will arrive o Return Date (REQUIRED) Revised: December 6, of 22

7 The date that you will return Hotel Information o Hotel Name o Address o Phone o Fax Funding Stream Services & Estimated Expenses (see below) Comments In the Services & Estimated Expenses section, you can select all of the expenses you believe you will incur on this travel. Here is a list of all of the services from which you can select: Services (REQUIRED) o Hotel o Conference Registration o Taxi/Baggage o Transportation o Parking o Per Diem o Airfare o Other Once you click on a service, an associated expense box will display for the estimated cost. There is a Total Estimated Expenses box at the bottom that will compute the total estimated expenses. Revised: December 6, of 22

8 NOTE: The Per Diem cost is automatically computed based on your destination state, destination city, and dates of travel Attachments The Attachments section is where you will upload all documentation needed by the Dayton Public Schools Office of Grants Management and Compliance to process the request. Requested documents include a copy of the conference registration and the itinerary. There are two extra upload boxes if you have any additional documentation. NOTE: The Conference Registration and Itinerary are REQUIRED for submission. To upload a file, click on the desired Browse button, navigate to and select the desired file, and click on the Open button. The file name is displayed to the right of the Browse button (see below). Revised: December 6, of 22

9 1.3 Submitting a Non-Public Travel Request After you have completely filled out the Non-Public Travel Request form, click on the Submit Application button. If the submission was successful, the following page will be displayed: A confirmation will be sent to: - the Building Contact address - the Employee Address, if provided If you entered an unknown or invalid contact address, the following page will be displayed: Revised: December 6, of 22

10 1.4 Modifying a Disapproved Non-Public Travel Request If you receive an that your Non-Public Travel Request has been disapproved, you can retrieve your information, edit it per the disapproval reason, and then resubmit. Go to the Non-Public form. In the "Create, Modify, or Display?" section, select "Modify Existing." When you select Modify Existing, another section will display: Type in your Travel Request Confirmation Number, select the correct school building name, enter in the employee's name, and then click on the Lookup button. Depending on the status of the Non-Public Travel Request, you will either receive a pop-up message or the data will be displayed on the form. Not Found If the Travel Request was not found in the system, you will receive the following pop-up box: Revised: December 6, of 22

11 Status = "Pending Approval" If the Travel Request is pending approval, you will receive the following pop-up box: To view a read-only copy of the Travel Request, click on the "OK" button. Otherwise, click "Cancel." Status = "Approved" If the Travel Request has been approved, you will receive the following pop-up box: To view a read-only copy of the Travel Request, click on the "OK" button. Otherwise, click "Cancel." Status = "Disapproved" If the Travel Request has been disapproved, the data will be returned on the form. Make any necessary changes to the data, and then click on the "Submit Application" button at the bottom of the form. 1.5 Displaying a read-only copy of a Non-Public Travel Request You can view a read-only copy of the Non-Public Travel Request at any time. Go to the Non-Public form. In the "Create, Modify, or Display?" section, select "Lookup & Display." When you select Lookup & Display, another section will display: Revised: December 6, of 22

12 Type in your Travel Request Confirmation Number, select the correct school building name, enter in the employee's name, and then click on the Lookup button. Another window will display with all of the Travel Request information, in "read-only" mode. 2 Non-Public Travel Expense Reimbursement Request NOTE: You cannot complete these steps until you have received an stating that your request has been approved AND the travel has taken place. 2.1 How to Access the Non-Public Travel Expense Reimbursement Request Form Option 1: Open your web browser (Internet Explorer, Firefox, Chrome, etc.) and click on the Non-Public Travel Expense Reimbursement Request link. The Non- Public Travel Expense Reimbursement Request Form will be displayed. Option 2: Click on the Non-Public Travel Expense Reimbursement Request link from the Approved you received when the Travel Request was fully approved. Revised: December 6, of 22

13 2.2 Creating a New Non-Public Travel Expense Reimbursement Request NOTE: Original receipts MUST be sent to your Primary Cost Center Manager within 45 days of travel in order to receive payment! If original receipts are not sent, the district will not pay for your expenses. NOTE: A "stub" Expense Request will automatically be created after a Travel Request has been fully approved! You simply bring the data up on the screen, update the necessary data, and then submit. Revised: December 6, of 22

14 2.2.1 Modify or Display? In the "Modify or Display?" section, select "Modify Existing." When you select "Modify Existing," another section will display: Type in your Travel Request Confirmation Number, select the correct school building name, enter in the employee's name, and then click on the Lookup button. Depending on the status of the Non-Public Travel Expense Request, you will either receive a pop-up message or the data will be displayed on the form. Not Found If the Travel Expense Reimbursement Request was not found in the system, you will receive the following pop-up box: Status = "Pending Approval" If the Travel Expense Reimbursement Request is pending approval, you will receive the following pop-up box: Revised: December 6, of 22

15 To view a read-only copy of the Travel Expense Reimbursement Request, click on the "OK" button. Otherwise, click "Cancel." Status = "Approved" If the Travel Expense Reimbursement Request has been approved, you will receive the following pop-up box: To view a read-only copy of the Travel Expense Reimbursement Request, click on the "OK" button. Otherwise, click "Cancel." Status = "Draft" or "Disapproved" If the Travel Request has been disapproved, the data will be returned on the form. Make any necessary changes to the data, and then click on the "Submit Application" button at the bottom of the form Request Information The Request Information section contains information about the employee and the requester. All of these fields will automatically be pulled in from the Travel Request form and cannot be edited. Employee Information Revised: December 6, of 22

16 o Employee Name o Employee Vendor Number o Employee Home Address o Employee Phone Number Requester Information o Requested By o School Building Name o School Contact Name o School Phone Number The only two fields in this section that are not pulled in when information is retrieved is: Employee Address School Contact o This piece of information is critical. This MUST match what is saved in the internal system to be able to successfully submit a Non-Public Travel Expense Request. If this address does not match what is saved in the internal system for the specified school, the request will not be submitted. These two fields must be filled in to submit a Non-Public Travel Expense Request Travel Information The Travel Information section contains information about the travel itself. All of these fields will automatically be pulled in from the Travel Request form and cannot be edited. Reason for Travel Event Information o Conference Name o Destination State o Destination City o Location o From Date Revised: December 6, of 22

17 o Through Date o Arrival Date o Return Date Hotel Information o Hotel Name o Address o Phone o Fax Funding Stream Services & Estimated Expenses The Services & Estimated Expenses section contains all of the selected services and the estimated costs. All of these fields will automatically be pulled in from the Travel Request form and cannot be edited. There is a column for Prepaid Expense. If the Hotel, Registration, or Airfare costs were prepaid to the employee, enter the amounts here Actual Expenses The Actual Expense section contains a dynamically-built table, based on the dates of travel in the Travel Information section, and allows the user to input the actual daily costs for each service. Revised: December 6, of 22

18 Simply click on the dollar amount field to be edited and type in the appropriate cost. Click in another field to ensure that the amount is saved and the total field is computed properly. 2.3 Submitting a Non-Public Travel Expense Reimbursement Request After you have completely filled out the Non-Public Travel Expense Reimbursement Request form, click on the Submit Application button. If the submission was successful, the following page will be displayed: A confirmation will be sent to: - the Building Contact address - the Employee Address, if provided If you entered an unknown or invalid contact address, the following page will be displayed: Revised: December 6, of 22

19 2.4 Modifying a Disapproved Non-Public Travel Expense Reimbursement Request If you receive an that your Travel Expense Reimbursement Request has been disapproved, you can retrieve your information, edit it per the disapproval reason, and then resubmit. Go to the Non-Public Travel Expense Reimbursement Request form Modify or Display? In the "Modify or Display?" section, select "Modify Existing." When you select "Modify Existing," another section will display: Type in your Travel Request Confirmation Number, select the correct school building name, enter in the employee's name, and then click on the Lookup button. Revised: December 6, of 22

20 Depending on the status of the Non-Public Travel Expense Request, you will either receive a pop-up message or the data will be displayed on the form. If the Travel Request has been disapproved, the data will be returned on the form. Make any necessary changes to the data, and then click on the "Submit Application" button at the bottom of the form. 2.5 Displaying a read-only copy of a Non-Public Travel Expense Reimbursement Request You can view a read-only copy of the Non-Public Travel Expense Reimbursement Request at any time, as long as it has been created. NOTE: The Expense Request will not be created until AFTER the Travel Request has been fully approved! Go to the Non-Public Travel Expense Reimbursement Request form. In the "Modify or Display?" section, select "Lookup & Display." When you select Lookup & Display, another section will display: Type in your Travel Request Confirmation Number, select the correct school building name, enter in the employee's name, and then click on the Lookup button. Another window will display with all of the Travel Request information, in "read-only" mode. Revised: December 6, of 22

21 3 Notifications 3.1 Non-Public Travel Request Submitted After you successfully submit a new Non-Public Travel Request, an will be generated, confirming that the request has been received by the Dayton Public Schools Office of Grants Management and Compliance. To: School Building Contact Address CC: Employee's Address, if provided 3.2 Non-Public Travel Request Approved After the Non-Public Travel Request has been fully approved in the system, an will be generated. To: School Building Contact Address CC: Employee , DPS Account Clerk(s) 3.3 Non-Public Travel Request Disapproved If a Non-Public Travel Request is disapproved, an is generated informing the employee and the school. To: Employee CC: School Building Contact Address 3.4 Non-Public Expense Request Submitted After you successfully submit a new Non-Public Travel Expense Reimbursement Request, an will be generated, confirming that the request has been received by the Dayton Public Schools Office of Grants Management and Compliance. To: School Building Contact Address CC: Employee 3.5 Non-Public Expense Request Expenses Adjusted If the Dayton Public Schools Accounts Payable Department needs to adjust any expenses, an will be generated letting the employee and the Building Contact know. To: School Building Contact Address CC: Employee Revised: December 6, of 22

22 3.6 Non-Public Expense Request Approved After the Non-Public Travel Expense Reimbursement Request has been fully approved in the system, an will be generated, letting the school know it has been fully approved and the employee will receive payment. To: School Building Contact Address CC: Employee 3.7 Non-Public Expense Request Disapproved If a Non-Public Travel Expense Reimbursement Request is disapproved, an is generated informing the employee and the school. To: Employee CC: School Building Contact Address Revised: December 6, of 22