CTM PRE-TRIP APPROVAL SYSTEM CLIENT USER MANUAL Contents LOGGING IN... 2 TRAVEL REQUEST FORM... 3 TRAVELLER RECEIVES TRAVEL REQUEST... 6 APPROVER RECEIVES TRAVEL REQUEST... 7 APPROVER RECEIVES TRAVEL REQUEST - Continued... 8 APPROVED REQUEST SENT TO TRAVEL BOOKER... 9 TRAVEL REQUEST APPROVAL TIME EXPIRED... 10 BOOKING PROCESS... 12 Standard User Guide (State Street modified) July2014.docx 1
LOGGING IN Step 1: Access u-approve via the link provided. Step 2: Complete your personal Log-in details your email address and your password. NOTE you will be provided with 5 attempts to log in, if unsuccessful on all attempts you will be locked out of the system. Please contact your system administrator to have them reset your password. User Name = username@emailaddress.com Password = ****** Step 3: Select Login Forgotten your password? Click here = If a user has forgotten their password this will provide access to reset their password. Type in your email address and click Send Email. An email will be sent you with a link to set a new password. ONCE YOU HAVE LOGGED IN there is also an option to Update Password if you need to change it Standard User Guide (State Street modified) July2014.docx 2
TRAVEL REQUEST FORM Please complete all relevant details. Below are some of the fields you may encounter depending on your company setup. FIELD NAME/ SELECTION DESCRIPTION COMMENTS Return / One Way / Multi trip Traveller Full Name Return trip is auto selected, but you can choose One Way or Multi Trip for journeys requiring multiple sectors. If you are a registered User and Traveller, your Traveller Full Name will auto populate to your name. If you are a User but not Traveller, select the required Travellers Name from the drop down list. No Profile (currently still being worked on by CTM) Travel Co-Ordinator Approver/s If the required Traveller Name is not in the system, by selecting No Profile the free Format field Name as per Passport can be completed with a contact number. Select the relevant person assigned to make your booking as well as whether your request is for International / Domestic (within AUS) travel Approvers can be prepopulated and be changed via drop down selection in each new Travel Request Form. Depending on your company setup you may be required to select one approver, one approver with an optional secondary approver or two approvers. Please note: An approver is unable to approve their own travel. You will need to contact your system Administrator to get yourself set up as a traveller in the system for next time. Single Approver Optional Secondary Approver Standard User Guide (State Street modified) July2014.docx 3
Name as per Passport Mobile no. Request to add Personal Travel (provide details and dates) Refer to No Profile above or leave blank if you are able to choose your Traveller Full Name initially Only required if you are unable to choose your Traveller Full Name initially Please provide brief details incl Dates & Destination NB. Any Personal travel is at the employees own expense includes flights, hotels, meals, tfrs etc Choose Own Cost Centre Cost Allocation Details of other Cost Centre (if applic) Estimated Total Trip Cost Select your OWN cost centre from the dropdown list Please select whether your cost is being allocated to your own cost centre, or other cost centre. If you choose charge to other cost centre at Cost Allocation, please provide brief details here. You will be required to supply a separate approval email to Finance including full chargeback details. Please detail estimated cost of all components of the trip ie. airfares, accommodation, meals, tfrs, etc Flight Required Yes/No Departing from Arriving at Select whether flights are required via the radio button. Start to type the name of the city and a predictive list will appear. Select the name of the city you want. Start to type the name of the city and a predictive list will appear. Select the name of the city you want. If No is selected, move to Hotel & Car requirements. Departure Date / Return Date Departure at/arriving at Click into the date field and a calendar will appear click on the date you want. Select Depart on or arrive at via the radio buttons. Select hour and minute from the drop down arrows. Travel Reason Free format field to record travel reason. Checked Baggage Flight numbers Select Yes or No via the radio buttons. Free format field to record a preferred flight number for travel Standard User Guide (State Street modified) July2014.docx 4
Class of Travel Fare type Economy/(Premium Economy)/Business/First via radio buttons Non flexible/flexible/fully Flexible via radio buttons. Premium Economy option will be included for International systems Hotel Required Yes/No Preferred SS Hotel If not Preferred hotel, specify Hotel name and/or location + Reason required Are your accommodation dates different to your flights? Yes /No Car required Yes/No Additional information for the Approver Select whether Hotel is required via the radio button. Select your hotel from the dropdown list Provide brief details incl location and reason why a Preferred SS Hotel was not chosen Select whether different via the radio button. If Yes, select Hotel Check In and Check Out Dates Select whether required via the radio button. Free format field for any extra notes you want to provide the travel request approver. If booking Accommodation or Car Hire with a Multi Trip select Yes and enter the required dates. Additional information for the Travel Booker Free format field for any additional information required to complete your travel booking if approved. EG: airline seating or meals, special requests, note of other travellers you may be with. Preview Travel Request Submit Travel Request Click here to check/amend details (mainly for Multi trips) Then Please ensure all details are correct and click to submit the request. Click cancel if you do not wish to proceed. Standard User Guide (State Street modified) July2014.docx 5
TRAVELLER RECEIVES TRAVEL REQUEST The Traveller will receive an email with full details of the Travel Request for information purposes only. NB. This is for information purposes only and is NOT an approval of travel. A separate email will be sent if travel is approved or declined. Standard User Guide (State Street modified) July2014.docx 6
APPROVER RECEIVES TRAVEL REQUEST Travel approver will receive an email with a link to the u-approve system. Please note: Depending on the company setup, approval may be request by one approver, two approvers or one approver and an optional secondary approver. If the setup contains two approvers or one approver and an optional secondary approver, the following email will be sent to the first approver on submission of the travel request. Once approved by the first approver, an approval request email will then be generated to the secondary approver.. Continued on next page Standard User Guide (State Street modified) July2014.docx 7
APPROVER RECEIVES TRAVEL REQUEST - Continued Step 1: Upon clicking the link provided you will arrive on a page withing the u-approve system containing all the details of the requested travel. Step 2: Add any Additional Comments from Approver if required. Select APPROVE or DECLINE. Standard User Guide (State Street modified) July2014.docx 8
APPROVED REQUEST SENT TO TRAVEL BOOKER REQUEST DECLINED: An email will be generated to the traveller advising their travel request has been rejected. REQUEST APPROVED: 1. An email will be generated to the traveller advising their travel request has been approved (example below). 2. Another email will be generated to either an internal travel team or direct to your dedicated CTM travel consultant to action the booking request. **This is driven from the Cost Centre set up. IL TO TRAVEL BOOKER Standard User Guide (State Street modified) July2014.docx 9
TRAVEL REQUEST APPROVAL TIME EXPIRED If your company has chosen to activate the system timing restrictions, you may receive email notification that your request has not been actioned within the companies required timeframe. EMAIL TO USER WHO CREATED REQUEST LINK THEN OPENS TO Continued on Next Page Standard User Guide (State Street modified) July2014.docx 10
From the drop down list under Approver: you can either choose the same approver or a new approver. Click on Update and the Request for Approval email will be generated to that Approver starting the timing process again. For any Online assistance please contact your dedicated Travel Co-Ordinator who will assist with your enquiry. Standard User Guide (State Street modified) July2014.docx 11
BOOKING PROCESS Once a Travel Request has been approved, the booking process remains the same. Domestic Travel: Continue to the u-book online system and remember to include the Request ID number in the REQUEST ID field on the online system. International Travel: CTM will receive a copy of the approved request, and will begin the quoting process as normal. If you have any further questions, please contact CTM or your system administrator Standard User Guide (State Street modified) July2014.docx 12