Tyco Travel Booking Tool Revised Procedures North America January 2016 In this guide, you will find: Revised travel booking procedures effective January 21, 2016 Step-by-step instructions on how to properly and successfully create a Request, Book Travel and Expense Approved Requests North America Travel & Expense Support Information Table of Contents: (please click on the section titles you would like to reference) Before You Begin 2 Set Up Travel Profile 3 Set Up Travel Arranger (Delegate Travel & Request Access) 4 Step 1: Create a Request before Booking Travel 6 Step 2: Approve a Request 9 Step 3: Book Travel Reservation 10 Step 4: Submit Expense Reports with Travel Request 12 Step 5: Manage Requests 14 Travel & Expense Support Information 15
Update BEFORE YOU BEGIN ISSUE YES NO ANSWER Are you a Tyco employee? Are you set up as a Concur Expense user? Have you set up your Concur Travel profile? Is your immediate suppervisor listed in your profile correct? Are you arranging travel for other employees? Is the date you are planning to travel less than 72 hours? Is the travel you are planning considered to be complex? Does your travel contain Air, Hotel and/or Car Rental? The Tyco Travel Tool in North America is only for use by Tyco employees that are listed in Workday. You must be set up as a Concur Expense user in North America to use the travel tool. Email T&ENA.Tyco@Jira.ihost.com for more information. You must be set up in Workday to receive Concur access. In order to use the Travel Tool you must set up your profile. If you need assistance with your profile, contact the Concur Travel Support Desk at 1-844-289-4688. If the supervisor listed in your Concur profile is missing or incorrect, please contact your Tyco HR represenataive to update Workday. Once completed in Workday, email T&ENA.Tyco@Jira.ihost.com to update Concur. Make sure the person you are booking travel for has granted you all the required permissions to arrange and submit travel on their behalf. See page 4 for details. If plans include Air travel DO NOT use Concur Travel. Contact American Express, USA Toll Free 1-888-272-9081 Canada Toll Free 1-800-608-8894 Hotel or Car Rental ONLY USE Concur Travel Once you have an approved Request (Step 2) contact a travel agent at American Express, USA Toll Free 1-888-272-9081 Canada Toll Free-1-800-608-8894 NOTE: Request ID IS required A Request is REQUIRED when completing expense reports that contain Air, Hotel or Car Rental. You will not be able to submit an expense report without attaching the related Request. See page 12 for details. 2
Profile SET UP TRAVEL PROFILE SET UP TRAVEL PROFILE: Required to Book Travel Must be done by Traveler. Cannot be delegated to Travel Arranger Name MUST match your Passport or other Legal ID Ensure your manager is correct Enable E-receipts PROFILE INCLUDES: Name be sure this matches your passport including Middle Name/Initial Emergency Contact Info important to have on file while travelling Travel Preferences o Air o Hotel o Rental Car o Frequent Traveler Program Information Passport & Visa Information Credit Card Information 3
Arranger SET UP TRAVEL ARRANGER / DELEGATE SET UP TRAVEL ARRANGER / DELEGATE: 1) Allow Access as a Travel Arranger 2) Allow Access to Submit Requests Two-step process is required, as outlined above to provide permission to submit Requests and book Travel. Select: Profile Profile Settings Select: Travel Settings Assistants/Arrangers 4
Select Add an Assistant Select Assistant Click Can book travel for me Allow Access to Submit Requests Select Request Delegates Select Assistant Click Can Submit Requests 5
Step 1 CREATING A REQUEST Select REQUESTS tab You must create a Request BEFORE booking Travel. You can utilize the Travel Tool to estimate the cost of your trip. The Request notifies both your immediate supervisor and Tyco management of your upcoming travel plans. NOTE: You can create multiple requests at the same time. 6
A) To start a new request, CLICK on NEW REQUEST Complete Header Info (Red are Required Fields) Requests should contain all information necessary and required by your manager to approve travel. B) CLICK on SEGMENTS to estimate Travel Costs This generates the REQUEST ID Complete all applicable Segments When Complete click on SUBMIT REQUEST SEGMENTS include Air, Train, Rental Car, Hotel and Meals. At least one segment is required to forward for approval. Travel or the Internet can be used to obtain estimated costs for each segment. For additional expense types, use the Expenses Tab. Requests will be added to expense reports and will track Estimates to Actual spend. Once Submitted: Manager receives an e-mail that a request is available. Request will follow same DOA as Expense Reports. You receive email when request is approved. 7
C) SAMPLE SEGMENT COMPLETION Estimate Cost of Air Fare Complete all required information regarding your trip (Red cells) Click SAVE once complete IMPORTANT NOTE: A request is NOT a Travel Reservation it is merely seeking APPROVAL to Travel. A request is NOT an Expense Report you will not be reimbursed based on a request. Requests are REQUIRED for all trips requiring Air, Hotel or Car Rental. Requests will be added to expense reports and will track Estimated Spend to Actual Spend for all expense types included in the request. All Requests can be found on the Manage Requests Tab including Request ID and approval status. Request ID and Status 8
Step 2 APPROVING A REQUEST Home Page indicates Requests Awaiting Approval You will receive an email when an Employee submits a Request for Travel. Reminders will be sent if not approved in 5 Days. Option 1 Approve Option 2 Send Back Report, which declines the request. Employee can then change & resubmit Open the trip you wish to approve & review the details provided 9
Step 3 BOOK TRAVEL RESERVATION Select TRAVEL Tab Proceed with making your travel reservations IMPORTANT NOTES: A Request ID is REQUIRED for all Travel Reservations made online or through American Express. You will not be able to reserve travel without this number. Trips can be put on Hold for 24 hours (in the US only) by selecting HOLD TRIP. This does NOT guarantee airfares. Airfare is not guaranteed until purchased. Policy Violations o Warning Notice Appears you are required to select reason o Reported to management All Trips can be reviewed in y our TRIP LIBRARY 10
REQUIRED Request ID Click NEXT to reserve trip OR Place on HOLD (*US ONLY) Travel Agency Confirmation Number 11
Step 4 EXPENSE REPORTS IMPORTANT NOTES: Expense Reports with Air, Hotel or Car Rental require you to link to the related Request. o You CANNOT submit the expense report without a Request. Concur will compare Actual Expense to Requested Spend for all expense types included in the Request. One Request can be attached to Multiple Expense Reports. Multiple Requests can be attached to One Expense Report. Expense Report Header: Select ADD Request Concur will list all available requests 12
Multiple Requests in one Expense Report Select the Request that the Expense relates to 13
Step 5 MANAGING REQUESTS CLOSE/INACTIVATE REQUESTS: If your Request is NO LONGER NEEDED or has been FULLY SATISFIED (appended to your Expense entries), you can Close/Inactivate Request : 1. Go to the Requests tab 2. Click on Manage Requests 3. Click on the View drop-down > Active Requests Click on the box next to the name of the Request you would like to Close/Inactivate Then, select Close/Inactivate Request to remove the Request from your Active queue Note: Your Request will remain in your history 14
Help Desk Travel & Expense Support 15