Locomote TMP Travel Request User Manual

Locomote TMP Travel Request User Manual Prepared by Barbara Hodge, Financial Services University of Southern Queensland Document title 1

Contents Contents... 1 Travel requests... 4 USQ Pool cars and shuttle bus... 4 Start a travel request... 4 View extra information & stages of your requests... 5 Edit or Cancel a trip request... 12 Trip templates... 19 Forward your Trip Request to a different Authoriser... 21 States of Trip Requests... 23 Domestic Travel - No Cost... 25 Travel Details... 25 Travel Destinations... 26 Business Case... 27 Supporting Documents... 27 Travellers Guide... 29 Declaration... 30 International Travel - No Cost... 31 Travel Details... 31 Additional Information... 31 Travel Destinations... 32 Business Case... 32 Supporting Documents... 33 Source of funds... 34 Country Risk... 35 Traveller s Guide... 35 Declaration... 35 Submit your travel request... 36 Domestic Travel... 36 Travel Details... 37 Travel Destinations... 39 FBT Travel Calculator... 39 Transfers... 41 University of Southern Queensland Document title 1

Travel Requirements... 43 Travel Consultant Notes... 44 Business Case... 45 Supporting Documents... 46 Travellers Guide... 47 Declaration... 47 Corporate Booking Tool (CBT)... 48 Hotels... 50 Hire Cars... 54 Hotels or Hire Car not available in the search results... 55 Submit your Booking Details to the Booking Tool... 55 International Travel... 57 Travel details... 58 Travel Destinations... 59 FBT Calculator... 60 Transfers... 62 Travel Requirements... 64 Supporting Documents... 65 Travel Consultant Notes... 66 Traveller s Guide... 66 Source of funds... 67 Business case... 68 Country Risk... 69 International SOS Emergency Response... 69 Visas... 70 Vaccinations... 71 Declaration... 71 Submit your travel request... 72 Quotes... 72 Domestic Travel - Other Accommodation, No Flight, No Hire Car... 76 Travel Details... 77 Additional Information... 78 Travel Destinations... 78 FBT Travel Calculator... 79 University of Southern Queensland Document title 2

Transfers... 80 Travel Requirements... 82 Supporting Documents... 83 Travel Consultant Notes... 84 Business Case... 85 Traveller s Guide and Declarations... 85 Workflow Summaries... 87 University of Southern Queensland Document title 3

Travel requests Locomote Travel Management Platform (TMP) offers travellers the ability to arrange their domestic and international travel arrangements. All travel request are done within the system and no old travel request forms belonging to the previous system must be used USQ Pool cars and shuttle bus Note: If you need to book a pool car or the shuttle bus, you will need to do it outside TMP through Transport Services website http://www.usq.edu.au/campus-services/transport The TMP system does not integrate with the SmartFleet system therefore booking of a pool car cannot be made within the TMP. If you only need a pool car for your trip and nothing else such as conference registration, you do not need to use the TMP unless requested by your supervisor. Start a travel request The travel requests are accessible via the left menu by clicking on the appropriate blue button to start booking your trip. Clicking on one of the travel types, starts the travel request which triggers the workflow. Figure 1 - Types of travel University of Southern Queensland Document title 4

Note: If you are a Category 1 or 2 traveller or travel arranger the workflows will look slightly different however they function the same as Figure 1 Types of travel View extra information & stages of your requests You can view and download quotes for your trip as well as messaging the people involved in the process. Find the request you wish to look at. You can access your requests via Dashboard > My Trips During the process of submitting requests, your travel requests are assigned a State as per Figure 2 - My trips view request. This is an easy way to see the status of your requests Figure 2 - My trips view request Click on a request to view your trip details and further information University of Southern Queensland Document title 5

Figure 3 - Trip details Trip details Trip details such as, for example, cost centre, flights, accommodation, hire car, FBT/Travel Diary and much more may be available to be viewed. What s available depends on the type of travel request. Messages This section is very important as it displays the steps within the workflow, but also all correspondence that may have occurred during the process. This screen is regularly used for audit purposes and to see what has happened during the process of the request as it keeps a log of emails sent via the TMP between you, recipients added to the process, the Travel Office, Plan B and Locomote. Messages are used to log any requests for changes to the travel after it has been approved including any additional funding and approvals which may be required. The Travel Office will use messages if they require you to change anything on your travel request or provide you with any information you may need to know. University of Southern Queensland Document title 6

Figure 4 Messages To send a message, go to the trip details and click on Messages (1) on the left hand side menu Type in the name of the person you want to send the message to or select from the dropdown list in New Message section (2). You will University of Southern Queensland Document title 7

only be able to send messages to the available approvers in your group, the Travel Office or Plan B. Enter your message (3) Click the Send button Your message is then sent to the chosen recipients and it will be displayed in the list below the New Message box as shown in Figure 4 Messages Quotes View/Approve/Decline Some travel requests such as International ones for example, will require quotes from Plan B the Travel Management Company (TMC) to be uploaded manually. This occurs when components of the Travel Request for bookings for flights, hotels and hire cars has not automatically occurred via the booking tool. When quotes are available for viewing when booked manually, you will receive an email back from the TMC with quotes as below: Figure 5 - Quote email Click the blue Click here to review button in the email. Log onto the system and you will automatically be connected to the relevant trip University of Southern Queensland Document title 8

Tip: the trip can also be found by logging onto the system and sorting by the departure date, title etc. Figure 6 - Trips Tip: a search function is also available at the top right corner of the dashboard. You can search by name, title or TripID. For example, if you enter part of a TripID like HZ9, it will return trips with HZ9 in their TripID. Figure 7 - Search for trips University of Southern Queensland Document title 9

Figure 8 Select Preferred Quotes University of Southern Queensland Document title 10

Click on the View (1) button of each quote and review the itinerary and quotes. If you want something adjusted on one of the quotes click the Discuss (2) button and type in a message for the TMC consultant. This message will be saved under the Messages section and you will be able to view it later if required. If you don t like any of the quotes click Discuss, do not click Decline All and request further quotes. If you are happy with a quote click the green Select Preferred button (3). This will show for the Authoriser that you prefer this quote. Note: the Authoriser may approve whichever quote they think is appropriate; they are not obliged to approve the one you prefer. If you wish to cancel the trip click Cancel Trip (4). If you wish to check full details of the trip click on Back to Trip Details (5). Once you have selected your preferred quote the request will be forwarded onto the Authoriser. You will receive and email when it is approved so that you know where your travel is up to. If you are an Authoriser, the process is the same as the one described above however one of the quotes (international travel) will have Preferred Quote listed in green next to it as this is the one the Traveller prefers. Click Discuss if you want to ask the Traveller a question in regards to the travel. Travel Diary Nothing needs to be imputed in this section as USQ used the FBT/Travel Diary section of the relevant workflows. University of Southern Queensland Document title 11

Edit or Cancel a trip request Note: you will not be able to edit your Trip Request if the trip state is 'Itinerary Declined', 'Trip Cancelled', 'Quote Issued, Booking Complete, Pre-trip Approved or 'Pending Booking' Edit a trip request Domestic Workflow 1. To edit a Trip Request, from the dashboard click on the trip that needs to be changed as shown in Figure 9. Figure 9 - Trips Figure 10: Change Approver Only 2. If you only need to change is the Approver click on Forward Authorisation as shown in Figure 10. University of Southern Queensland Document title 12

3. Select the Authoriser Group and Authoriser and enter in Comments the reason for the forward as shown in Figure 11. 4. Click Submit. Figure 11: Select Authoriser Group and Authoriser 5. If you need to make other changes. Note: Do not change the Authoriser if you have other changes to make. Make the changes, and then Forward to the correct Authoriser. 6. Scroll to the bottom of the page and click Return to Trip Details. (Figure 12) 7. Scroll to the bottom of the Trip Details page and click Edit Trip (Figure 13) University of Southern Queensland Document title 13

Figure 12: Back to Trip Details University of Southern Queensland Document title 14

Figure 13: Edit Trip University of Southern Queensland Document title 15

Figure 14 Determine which button to click 8. If you want to make changes to the Flights, Accommodation, Hire Car you have already booked in the CBT you will need to click the orange Edit Itinerary Button at the top of the page. The following message will come up University of Southern Queensland Document title 16

Figure 15 Edit Message a. Click on the Continue to Messages button b. Plan B will automatically come up you will need to add the Travel Office to the list of people to receive the changes. c. Type in the changes you wish to occur d. Click Send Figure 16 Message to be sent 9. If you want to change anything other than Flights, Accommodation or Hire Car then click the blue Continue button at the bottom of the page (Figure 14). Make the changes and then click Continue. Note you will not be able to change anything on the front page. Once submitted the following Figure 17 will show on your screen. University of Southern Queensland Document title 17

Figure 17 - Edit request notification window Cancel a trip request Note: if your trip request has been ticketed (an itinerary will have been sent to you), please check with the TMC (Plan B) if there are any fees that may be incurred when cancelling your trip To cancel your Trip Request, from the dashboard click on the trip that needs to be cancelled as per Figure 9 - Trips Navigate to the bottom of the screen and click Cancel Trip A pop-up box will appear. State your reason for the trip cancellation in the Message field box provided and click Submit University of Southern Queensland Document title 18

Figure 18 - Cancel trip message Trip templates If there are flights, accommodation and/or hire cars to be cancelled contact the TMC to advise them you have cancelled your trip. If you require your conference fees to be refunded or you need to payback or cancel your travel allowance, advise the Travel Office you have cancelled your trip. If you are travelling regularly to the same destination, you can save a trip as a template to save time. Templates are per type of travel. Templates saved under Domestic Travel will not be available anywhere else for example. Save a trip as a template Start a travel request Enter your travel details such as flights etc. Then before clicking the Continue button, click on Template above the Travel Details heading on the first page of your Trip Request. Once you select Save as Template, you will be directed to a Save Template screen where you will need to provide a title for your trip template, then click Save. University of Southern Queensland Document title 19

Figure 19- Save as template Figure 20 - Save template Use a template for a new trip Start your travel request If a template has been saved for this particular travel request, it will appear in the dropdown list of the Template. Click on the Template field and choose the template you want to use (figure 21) University of Southern Queensland Document title 20

Figure 21 - Apply template to a trip This will bring up all the information you have saved in the chosen template Continue with your booking. Note: Make sure you change the dates. Forward your Trip Request to a different Authoriser If you need to change your Authoriser you can forward the Trip Request to another Authoriser for approval. Click on the trip that requires a change of Authoriser as per Figure 9 - Trips Click on Quotes in the left hand side menu Scroll to the bottom of the Quotes page and click Forward Approval Figure 22 - Forward approval You will need to (1) select the person who you wish to be reassigned as the approver of your Trip Request, (2) provide additional information to this approver related to this reassignment and (3) click Submit (figure 23). University of Southern Queensland Document title 21

Figure 23 - Forward approval message A Confirmation box will appear to inform you that the approval has been forwarded to the new Authoriser, and an email will be sent to your newly selected Authoriser notifying them of the request Figure 24 - Forward approval confirmation 6. The change is also logged within the Messages section for future reference (figure 25) University of Southern Queensland Document title 22

Figure 25 - Re-assigned message States of Trip Requests On the Dashboard you will notice that all of your Trip Requests have a label state to indicate their status. Below is a summary of the label state meanings: Label State SAVED PENDING AUTHORISATION PENDING ITINERARY RISK APPROVAL REQD Meaning Travel Request is saved waiting for further action by the Traveller or Travel Arranger Travel Request has been submitted and is awaiting approval by an Authoriser The trip has been approved and is waiting for the TMC (Plan B) to send an itinerary Travel Request has been approved by the Category 2 or 3 Delegate however as it has a High Risk warning attached to it and must be approved by the High Risk Approver. University of Southern Queensland Document title 23

REQUEST DECLINED REQUEST FORBIDDEN IMPORTING ITINERARY QUOTE ISSUED ITINERARY DECLINED PENDING BOOKING ITINERARY REVIEW BOOKING INCOMPLETE PRE TRIP APPROVED BOOKING COMPLETE TRIP CANCELLED BOOKING REQUIRED Travel Request has been declined by the Approver Travel Request has been declined by the High Risk Approver The itinerary is in the process of being uploaded to the TMP Quotes have been issued and waiting for approval A quote has been declined by an Approver on an international travel request The Travel Request has been approved and is waiting for the TMC to upload the Itinerary The international travel quotes are waiting for the Traveller or Travel Arranger to select which quote they prefer Booking requires further action, please review The trip has been fully approved by the Approver and requires no further action Itinerary has been issued and tickets issued. No further action is required Travel Request has been cancelled The Booking Tool is waiting for a flight, accommodation or hire car to be selected by the traveller Table 1: Label States and their Meanings To view the history of your Trip Request - i.e. when the trip was submitted, approved, cancelled, ticketed, etc. - go to the Messages section of your trip request. University of Southern Queensland Document title 24

Domestic Travel - No Cost This workflow should only be selected if the Trip Request is for domestic travel that does not incur any cost to USQ. Note: this travel request is not required for travel between Springfield, Ipswich and Toowoomba Campuses if the Campus Bus or USQ Vehicle is used unless your department requires you to do so Travel Details Choose the Domestic Travel - No Cost workflow The Domestic Travel - No Cost screen will show. Figure 26 - Domestic Travel - No Cost screen Enter trip title (1) University of Southern Queensland Document title 25

Close the Flight section by clicking on the X as (2) on the above screenshot Enter Reason for Travel, Authoriser Group details (3) and Authoriser name when shown Even if you are travelling with other people, please ignore the Group Bookings section and leave it blank You can then Save as Draft, Cancel or Continue (4) with your booking to the Travel Details a. Save as Draft: it saves your request and you can go back at a later time to continue your request b. Cancel: your request will be cancelled c. Continue: it will save the information entered and takes you to the next step of the workflow to enter further details for your request Travel Destinations Figure 27 - Travel Details Specify your destinations a. Enter the Departure Date b. Enter Return Date c. Enter at least 1 destination in the Other Destinations field; this is the place you are going to travel to. If you are going to multiple places, for example, Brisbane where you will attend a meeting and the Gold Coast where you will have another meeting, then enter both locations e.g. Brisbane, Gold Coast. You should not enter long explanations in this field. University of Southern Queensland Document title 26

Business Case Figure 28 - Business Case for Travel You must provide a Business Case for Travel by entering appropriate comments in the field. You will be required to enter the operational benefit to USQ including the expected outcomes of your travel in the box provided. Include the full name of the conference ie no Acronyms as this is a reporting requirement for reporting purposes of the State Government. If your business case is large attach a file with the Business Case in the Supporting Documents section and make a note in the Business Case that it is attached. a. What you enter will not be shared with Plan B the Travel Management Company Supporting Documents Figure 29 - Supporting Documents University of Southern Queensland Document title 27

The Supporting Documents section allows you to enter documentation related to your travel To add a document, click the (1) Then click the Browse button (2) to find a file from your PC or network Navigate to your file, click the file and click Open as per screenshot below Figure 30 - Supporting Documents upload University of Southern Queensland Document title 28

Then enter some information about the document as per (3) in Figure 29 - Supporting Documents Repeat the above steps to add more documents as needed To delete a document, click Travellers Guide Figure 31 - Traveller's Guide The Traveller s Guide is a prompt for you to be aware of USQ Travel Policy and Procedures. Please take time to be familiar with the documents. Select Yes or No depending on whether you have viewed the Policy and Procedures. The policy and procedure can be accessed from the Dashboard Links as per Figure 32 Dashboard Links Travel Policy & Procedure below Figure 32- Dashboard Links Travel Policy & Procedure University of Southern Queensland Document title 29

Declaration Figure 33 - Declaration The Declaration above are examples of the declarations included on a Travel Request. The Travel Declaration is very important as you are agreeing and committing yourself to them. The declaration may include statements in regard to policy, FBT, Medical Conditions and use of private motor vehicle. Click the check boxes to proceed. The Travel Request will not proceed unless you agree to the declaration. Figure 34 - Cancel, save and submit buttons You can cancel, save or submit your request by clicking any of the relevant buttons. After submitting your request, it will go to the Authoriser (the person you chose in step 5 of the Travel Details section) for approval You will receive an email notification advising whether your request has been approved or declined The Travel Office will also be notified and will process travel components if necessary University of Southern Queensland Document title 30

International Travel - No Cost This workflow should only be selected if the trip request is for International Travel that does not incur any cost to USQ. The trip request will be submitted for approval to the selected Authoriser. Note: if the source of the funding is external but the funds are located in a USQ Project or the cost is paid initially from a USQ Project, the travel is not classed as No Cost and the International Travel workflow must be used. Click on International Travel - No Cost button on the left hand side menu Travel Details Fill in the trip details as per Figure 26 Domestic Travel No Cost Additional Information Figure 35 Additional Information Type in the name of the USQ delegate who may authorise an international trip. University of Southern Queensland Document title 31

Travel Destinations Figure 36 - No Cost International travel destinations Click in the Departure date either select from the calendar or type in the date Click in the Return date and select from the calendar or type in the date Type in the name of the town and country you are travelling to. If there are multiple towns enter a comma between each name. Business Case Figure 37 - No Cost International Business case 1. You will be required to enter the operational benefit to USQ including the expected outcomes of your travel in the box provided. Include the full name of the conference i.e. no Acronyms as this is a reporting requirement for reporting purposes of the State Government. If your business case does not fit in the box. Attach a file with the Business Case in the Supporting Documents section and make a note in the Business Case that it is attached. University of Southern Queensland Document title 32

Supporting Documents Figure 38 - No Cost International Supporting documents If you have supporting documentation to attach such as additional business case information attach it in the Supporting Documents section. Click the green + button as indicated above (1) Click the Browse Button and attach the file you wish to add (2). Enter in the Comments box a description of the file e.g. Business Case (3). If you have more than one file to attach, click the green + button and attach the next file. University of Southern Queensland Document title 33

Source of funds It is a State Government requirement that all Sources of Funds for International Travel be reported in the Annual Report including the source of funding for the travel when it is No Cost to USQ. Figure 39 - Sources of funds Click the Green + button as indicated above Select a Type of Source from the drop down box as indicated below Figure 40 - Multiple sources of funds Enter the Source of the funds and the estimated Funding amount, add additional lines as required using the Green + button. To remove a line, click on the red x button University of Southern Queensland Document title 34

Note: you must include the full name of the party providing the funds for reporting purposes. If you do not enter the full name you will be asked to provide the details to ensure USQ meets its reporting obligations. Country Risk As there are no flights, the system will not automatically show the risk rating for the country to which you are travelling. You will need to check the risk warning on the Smart Traveller link on the Dashboard and attach the warning via the Supporting Documents. Traveller s Guide You should be familiar with USQ Travel Policy and Procedures. Click the appropriate button. Declaration Figure 41 - Declarations The declaration above are examples of the declarations included on the Travel Request. The Travel Declaration is very important as you are agreeing and committing yourself to them. The declaration includes statements in regard to policy, FBT, Medical Conditions and use of private motor vehicle. Click the check boxes to proceed. The Travel Request will not proceed unless you agree to the declaration. University of Southern Queensland Document title 35

Submit your travel request Click Submit The Travel Request goes to the Travel Office for checking and then forwarded to the Authoriser for approval. You will be sent an email when the trip has been approved. Domestic Travel This workflow must be completed for all domestic travel which has a cost to USQ and flights, accommodation and/or hire car. If there is not a cost to USQ the Domestic Travel - No Cost workflow should be used to obtain approval for your absence from campus. Flights, Accommodation and Hire Cars are booked by the Note: Traveller/Arranger all trip requests via completed the booking via tool the and booking submitted tool must for cost be approved approval to by the 11.30pm. selected If Authoriser the trip request is not approved by this deadline, the trip request must be resubmitted the next day Click the Domestic Travel button on the left hand side menu to bring up the corresponding trip request Figure 42 - Domestic travel menu University of Southern Queensland Document title 36

Travel Details Figure 43 - Domestic travel Enter Trip Title Add flights, hotel and/or car hire as required University of Southern Queensland Document title 37

Figure 44 - Reason for travel, cost centre and authoriser Enter Reason for Travel Cost Centre is defaulted to your position. You can change it by clicking on the drop down list and typing in the project number. The number will automatically come up. Click on it to select. You do not need to enter the DeptID if you are costing your trip to a project. Enter Authoriser group and Authoriser Do not enter anything in Group Bookings even if others are travelling with you Click Continue to continue to the next step of the workflow (Save as Draft to save your trip details and come back to it later, Cancel to cancel it) Note: New projects are manually added once a month to the TMP if the project you require is a new one and not on the system let the Travel Office know and it can be added. Tip: Don t forget to enter your return flights and ensure the times and dates are correct. This information feeds into the Corporate Booking Tool (CBT) University of Southern Queensland Document title 38

Travel Destinations Figure 45 - Travel Destinations By default the system will have your primary destination saved in Travel Destinations with the dates you have entered in the previous screen You can change the dates if required. For example, if you are staying more days in another location like you are travelling from Perth to Brisbane on the 28 th of November but you are staying in Brisbane until the 30 th, then you should change the return date. In Other Destinations, enter any other places you will be staying during your trip. For example, after returning to Brisbane, you are going to the Gold Coast for a couple of days, then you should enter Perth, Gold Coast in Other Destinations. FBT Travel Calculator Figure 46 - FBT Travel Calculator University of Southern Queensland Document title 39

The FBT Travel Calculator is a mandatory section of your trip request as it is required by the Australian Taxation Office. The dates and Total days (1) will feed from information provided on the first page, you may change the dates if the actual dates of travel are different. Select Domestic (2). Answer the greater than 5 consecutive nights question (3). a. If you answered Yes, complete the diary (5). b. If you answered No go to point (4). i. If you answered Yes to point (4), you will need to complete the diary as in point (5) Figure 47 - FBT Trip Calculator next section In point (5), you need to explain activities of your trip in regards to FBT. Consider if the information you have provided will satisfy the ATO to determine if there is an FBT liability. Note: In the future there will be a Location field you will need to complete. Click the green plus sign, select the Activity, and enter activity details with start and finish date and time. To add more lines click the green + sign To remove an activity, click the red x button University of Southern Queensland Document title 40

Numbers of private, business and travel days (6) will be automatically calculated based on the activities you have chosen in (5) and is the FBT result If the result of the calculator indicates that the trip is Dual Purpose (i.e. private and business) travel you will need to pay for 50% of the airfares and airport transfers yourself. Contact the Travel Office to determine the best way to achieve this as each trip is different If the calculator indicates that the trip is Predominately Private, you will need to pay for the all airfares and airport transfers yourself and they should not be requested on the Travel Request. If you want Plan B to book your trip you will need to contact them independently of the Travel System, however you will still need to record your other expenses on the system or if it becomes a No Cost to USQ trip you will need to complete your request in the Domestic - No Cost workflow. Transfers Figure 48 - Transfers 1. Select Yes or No depending if you require a transfer to or from a particular place e.g. airport shuttle from Toowoomba to Brisbane Airport. Transfers are to be used if you require transfers in another country eg a transfer from the airport to your hotel. University of Southern Queensland Document title 41

Figure 49 Transfer items to be completed 1. Select the type of transfer you require from the dropdown list. You must select from: a. Airport Shuttle b. Bus c. Ferry d. Private Transfer e. Train 2. Enter the addresses from which you want to be collected and dropped off or in the case of scheduled buses which stops you will catch the bus and be dropped off. An example of a completed Transfer is in Figure 51 below. 3. Enter an approximate cost for the transfer. If you are not sure there is a list of approximate costs on the Corporate Travel Office website which can be accessed from the Dashboard (refer Figure 50). If there isn t an amount for what you require see if there is anything on Google otherwise make an estimate. Figure 50 Location of Approximate Costs for Transfers 4. Enter the date and time you require the transfer. 5. Enter any comments e.g. which transfer company you prefer or perhaps the plane connection details you are trying to meet etc. 6. Click this button to add another transfer if required University of Southern Queensland Document title 42

Figure 51 Example of a return Transfer Travel Requirements Figure 52 - Travel requirements University of Southern Queensland Document title 43

The Travel Requirements section is for you to enter any other expenses which will be incurred while you travel. For example taxis, tolls, meals, conference registrations, conference rate accommodation etc. Note: if you have included a Hire Car on your Travel Request you will need to include Other Hire Car expenses under Travel Requirements to include tolls, Petrol and additional kms Select the drop down box indicated as (1) above and choose the item you want to add i.e. Conference Registration, enter a description and an estimated cost. You can find costs of taxis etc. by googling them. For example, google taxi fare Sydney airport to city to obtain an estimated cost of the trip. There is also a list of approximate costs for taxis, airport flyer etc. on the Travel Office Website which you may use to estimate your costs. To add another requirement, click the green + button To remove a requirement, click the red x button Travel Consultant Notes Figure 53 - Travel consultant notes Tip: only add information to the TMC in this section. Do not add conference information here put it in the Business Case. Enter any information you think the Travel Consultant might require to organise your travel i.e. you require a walk in shower or conference codes for accommodation. University of Southern Queensland Document title 44

This is a mandatory field therefore if you having nothing to add enter N/A. Note: the Corporate Travel Office is not a travel consultant, any additional information for the travel office should be added in the Business Case or after submission send a note through the Messages section of your trip. Business Case Figure 54 - Business case 1. You will be required to enter the operational benefit to USQ including the expected outcomes of your travel in the Business Case for Travel box provided. If your business case does not fit in the box. Attach a file with the Business Case in the Supporting Documents section and make a note in the Business Case that it is attached. 2. If you want your travel charged to multiple cost centres enter the DeptID and Project you wish the travel to be costed to and how the cost is to be divided between the cost centres. Once the multiple cost centre option is available at a later date you will not need to do this. 3. Enter any additional information the Corporate Travel Office might require to process your Travel Request such as conference registration details etc. University of Southern Queensland Document title 45

Supporting Documents Figure 55 - Supporting documents If you have supporting documentation to attach such as the meal calculator, conference registration details or additional business case information attach it in the Supporting Documents section. Click the green + button as indicated above Figure 56 - Add documents Click the Browse Button and attach the file you wish to add. Enter in the Comments box a description of the file i.e. Conference Registration Details. If you have more than one file to attach, click the green + button and attach the next file. To remove a line, click the red x button Note: the system will show an error when you try to submit if you have added a document and then removed it. If the error message comes up you will need to go back to Supporting Documents and click on the Red X to remove them again University of Southern Queensland Document title 46

Travellers Guide Figure 57 - Travellers guide You should be familiar with USQ Travel Policy and Procedures. Click the appropriate check box. Declaration Figure 58 - Declaration The declaration above are examples of the declarations included on the Travel Request. The Travel Declaration is very important as you are agreeing and committing yourself to them. The declaration includes statements in regard to policy, FBT, Medical Conditions and use of private motor vehicle. Click the check boxes to proceed. The Travel Request will not proceed unless you agree to the declaration. Click Continue or Book button to move to the next step of the workflow, which will take you to the Corporate Booking Tool (CBT) to allow you to directly select and book your flights, hotels and car hire. University of Southern Queensland Document title 47

Corporate Booking Tool (CBT) Note: when using the CBT you are booking live flights, accommodation and hire car therefore ensure you have selected the correct date and times Figure 59 - Corporate Booking Tool (CBT) 1. You can search for different fares (1) 2. You can filter the results by clicking on the available sub-menu (2) University of Southern Queensland Document title 48

WARNING: Do not select Jetstar unless you have prior approval by the Approver as Jetstar flights are booked and paid before the Approver has approved. The flights cannot be cancelled and the funds refunded. This is a Jetstar issue not a Travel System issue. This includes joint Jetstar/Qantas badged flights. You can remove Jetstar from your list by unchecking it on the filter. (3) Figure 60 - Information about fares 3. Select the fares for each of the travel segments by clicking on the price (you can see the terms and conditions of the fare if you hover over the fare and click on the grey i as per point (1)). If you select an option that is out of policy (e.g. non-preferred suppliers, etc), you will need to select a reason for breaking policy from the drop down box in the red warning banner. Check the number of stops and hover over it if there is multiple stops this will tell you where the stops are and how long. Check that the stops are not an overnight stay. 4. The red! shows you warnings about this particular fare (2) Figure 61 - Add more flights, hotels or cars 5. You can add flights/accommodation/hire cars from this screen if you have forgotten a segment etc. Click Add Flight, Add Hotel or Add Car at the bottom of the segment 6. Once completed, click Continue. University of Southern Queensland Document title 49

7. If Continue is greyed out and you cannot click on it, hover your mouse over it as it may give you a reason why you cannot continue i.e. you have not allowed enough time between segments to catch your next flight. Hotels Figure 62 - Hotels 1. The information at the top of the Hotels will be the information you entered on the first page of the Travel Request (1). You may change this information if it is incorrect. You may also enter the name of a hotel (must be exact name otherwise it will not show). If you change any of the data at the top, click Search to update the information. 2. The list of hotels may be sorted by hotel name or by rate (2). You may scroll down to choose your hotel. If you entered a town which does not have any listings for hotels, you will need to go back to the University of Southern Queensland Document title 50

Travel Requirements and enter the accommodation in under Accommodation not in Booking Tool. 3. Click on the blue information button (3) to obtain information in regards to the hotel. 4. Click the blue line with the city name under the hotel name (4) and you will receive a map of the locality with all the hotels with in the area to assist you in your choice. You can also select the map tab (circled in Figure 62). Figure 63 - Hotels within an address 5. Once you select the hotel from the hotel list you will be required to select a room. University of Southern Queensland Document title 51

Figure 64 - Hotel rates 6. The cheapest nightly rate will be at the top of the hotel listing and against each type of room will be the total cost for the number of nights requested. Select the type of room you require by clicking on the price. Note: Two bedroom hotel rooms should not be selected unless they are being shared with another Traveller. University of Southern Queensland Document title 52

Figure 65 - Hotel deal information WARNING: You must pay particular attention to the type of room and rate each option offers. Some options get paid at the time of booking and prior to your trip being approved like Jetstar, do not offer refund if cancelled, or do not allow amendment. 7. You must check the deal by clicking on it and then clicking the Rate Description University of Southern Queensland Document title 53

Hire Cars Figure 66 - Hire car 1. The information at the top of the Hire Cars is based on the information you put on the first page of the Travel Request (1). You may change the information. Click Search if you do make any changes. 2. It is recommended from a safety point of view that staff select Full Size Cars (2) 3. If there are kms (3) listed against the vehicle type i.e. 200, it means that any kms travelled above that amount will incur the cost per km listed in the Extra Kilometres column (3). The estimated total of this amount must be included in Travel Requirements of the second page of the Travel Request. 4. The Rate column (4) will give you the daily hire rate including any one way drop off fees where applicable. 5. The Total Rate (5) will give you the total hire rate not including one way fares, tolls, petrol etc. for the period selected. University of Southern Queensland Document title 54

Hotels or Hire Car not available in the search results Unfortunately, not all hire car options and hotels around Australia are available in the CBT. This is common for locations outside metropolitan areas, including Toowoomba. Note: If you cannot find a hotel or car for your trip and you don t have any flights you must cancel the Travel Request you are currently in and then use the Domestic Travel Other Accommodation, No Flight, No Hire Car Workflow. Submit your Booking Details to the Booking Tool Figure 67 - Review booking details 1. When you continue with your booking details, the TMP will show any policy violations and the reason you selected. These will be shown on the Booking Details in red 2. Check that all the details are correct. If they need to be changed, click on the Internet Explorer back button and you can reselect your flights etc. University of Southern Queensland Document title 55

3. For each segment, click on the Payment drop down and select one of the credit cards listed (if there is only one card to select from it will automatically be selected) (Figure 57) 4. You do not need to enter a CVV number Figure 68 - Complete booking 5. To complete your booking and send it to your Authoriser for approval, you must review the details and accept the terms 6. Click the green button Complete Booking 7. Once all the required information has been provided, a confirmation message will appear to confirm that your trip has been successfully submitted, and an email will be sent to the Approver. 8. All trip requests completed via the booking tool must be approved by 11.30pm. If the trip request is not approved by this deadline, the travel request must be resubmitted the next day. If you think your Authoriser may not approve the Travel Request in time it is suggested University of Southern Queensland Document title 56

you contact them and advise them that the request is awaiting approval. If the trip is not approved you will need to go in the next day and resubmit the Travel Request (note you do not have to completed the full Travel Request only the CBT section). 9. Once your authoriser has approved the request the traveller, or if booked by a Travel Arranger, will receive an email to say the travel has been approved. 10.If a Travel Arranger has booked the travel, they will need to forward the email to the Traveller so that they have a record of the booking. International Travel This workflow must be completed for all international travel except if you are undertaking the travel at no cost to USQ where you should use the International Travel - No Cost workflow. The travel management company consultant will load quotes for flights, hotels, etc. to be reviewed by the trip requestor and then submitted for cost approval to the selected Authoriser. Note: This workflow does not use a CBT the TMC will issue quotes for International Travel based on the information the Traveller provides on the Travel Request. Click on International Travel on the left menu to start your request Figure 69 - International travel menu University of Southern Queensland Document title 57

Travel details Figure 70 - International travel Build your itinerary by creating your flights, hotels and car hire as per Figure 70. Do not forget to create a return flight and all other segments as this is the information the TMC will use to create your quotes. Enter Reason for Travel University of Southern Queensland Document title 58

Enter Cost Centre, Authoriser Group and Authoriser Leave the Group Bookings blank, even if you are travelling with other USQ members Click Continue to move to the next step of the workflow, Cancel to cancel it or Save as Draft for later use Travel Destinations Figure 71 - Travel destinations 1. Enter all your destinations in Other Destinations (for example London, UK; Montreal, Canada) and adjust the dates if necessary. University of Southern Queensland Document title 59

FBT Calculator Figure 72 - FBT calculator 1. FBT is mandatory as it is a requirement of taxation legislation 2. The dates and Total days will feed from information provided on the first page (1), you may change the dates if the actual dates of travel are different. 3. Select International (2). 4. Click the green + sign, select the Activity from the drop down box, enter the activity details and start and finish date and time. Ensure you have enough information in the Details to allow an ATO audit to determine if the activity does not create an FBT liability. (3) 5. To add more lines, click the green + sign. 6. To remove lines, click the red x sign University of Southern Queensland Document title 60

Figure 73 - FBT calculations 7. The calculator will automatically calculate the number of Business, Private, Travel and Total days (4) 8. The calculator will automatically calculate the FBT result (5). If the result of the calculator indicates that the trip is Dual Purpose travel you will need to pay for 50% of the airfares and airport transfers yourself. Contact the Travel Office to determine the best way to achieve this as each trip is different. If the calculator indicates that the trip is Predominately Private you will need to pay for all the airfares and airport transfers yourself and they should not be requested on the Travel Request. If you want Plan B to book your trip you will need to contract them independently of the Travel System, however you will still need to record your other expenses on the system or if it becomes a No Cost to USQ trip you will need to complete your request on the International Travel No Cost workflow. University of Southern Queensland Document title 61

Transfers Figure 74 - Transfers 1. Select Yes or No depending if you require a transfer to or from a particular place e.g. airport shuttle from Toowoomba to Brisbane Airport. This section is to be used if you also require transfers in another country e.g. a transfer from the airport to your hotel. Figure 75 Transfer items to be completed 2. Select the type of transfer you require from the dropdown list. You must select from: a. Airport Shuttle b. Bus c. Ferry d. Private Transfer e. Train 3. Enter the addresses from which you want to be collected and dropped off or in the case of scheduled buses which stops you will catch the bus and be dropped off. An example of a completed Transfer is in Figure 77 below. 4. Enter an approximate cost for the transfer. If you are not sure there is a list of approximate costs on the Corporate Travel Office website which can be accessed from the Dashboard (refer Figure 76). If there isn t an amount for University of Southern Queensland Document title 62

what you require see if there is anything on Google otherwise make an estimate. Figure 76 Location of Approximate Costs for Transfers 5. Enter the date and time you require the transfer. 6. Enter any comments e.g. which transfer company you prefer or perhaps the plane connection details you are trying to meet etc. 7. Click this button to add another transfer if required Figure 77 Example of a return Transfer University of Southern Queensland Document title 63

Travel Requirements Figure 78 - Travel requirements 1. The Travel Requirements section is for you to enter any other expenses which will be incurred while you travel. For example taxis, tolls, meals, conference registrations, conference rate accommodation etc. Note you will need to include Hire Car expenses other than the rental fee here i.e. tolls, additional kms, petrol etc. 2. Select the drop down box (1) and choose the item you want to add i.e. Conference Registration 3. If the description requires you to enter something over the top of it, do so otherwise do as the description advises. 4. If the default Estimated Cost amount is correct do not change it; if the amount is incorrect or says 0.01 then change the amount. 5. If you need more than one Travel Requirement click on the green + sign again and select the next item you require. 6. To remove an item, click the red x sign Tip: there is a list of approximate costs for taxis, Con-x-ion etc on the Corporate Travel website which you may use to estimate your costs. Alternatively you can use Google to find approximate costs University of Southern Queensland Document title 64

Supporting Documents Figure 79 - Supporting documents 1. If you have supporting documentation to attach such as the meal calculator, conference registration details or additional business case information attach it in the Supporting Documents section. 2. Click the green + button as indicated above Figure 80 - Attach documents 3. Click the Browse Button and attach the file you wish to add. 4. Enter in the Comments box a description of the file i.e. Conference Registration Details. 5. If you have more than one file to attach, click the green + button and attach the next file. 6. To remove a document, simply click the red x button University of Southern Queensland Document title 65

Travel Consultant Notes Figure 81 - Travel consultant notes Tip: only add information to the TMC in this section. Do not add conference information here put them in the Business Case. 1. Enter any information you think the Travel Consultant might require to organise your travel, for example you may require a walk in shower or non-smoking room. 2. This is a mandatory field therefore if you having nothing to add enter N/A. Note: the Corporate Travel Office is not a travel consultant, any additional information for the travel office should be added in the Business Case or after submission send a note through the Messages section of your trip. Traveller s Guide Figure 82 - Travellers guide You should be familiar with USQ Travel Policy and Procedures. Click the appropriate button. University of Southern Queensland Document title 66

Source of funds Figure 83 - Source of funds It is a State Government requirement that all sources of funds for International Travel be reported in the Annual Report. Click the green + button as indicated above Figure 84- Adding fund sources Select a Type of Source from the drop down box as indicated above Figure 85 - Funding University of Southern Queensland Document title 67

Business case Enter the Source of the funds and the amount. Add additional lines as required using the green + button. Note: you must include the full name of the party providing the funds for reporting purposes. If you do not enter the full name you will be asked to provide the details to ensure USQ meets its reporting obligations. To remove a line, click the red x button Figure 86 - Business case 1. You will be required to enter the operational benefit to USQ including the expected outcomes of your travel in the box provided. Include the full name of the conference ie no Acronyms as this is a reporting requirement for reporting purposes of the State Government. If your business case does not fit in the box. Attach a file with the Business Case in the Supporting Documents section and make a note in the Business Case that it is attached. 2. If you want your travel charged to multiple costs centre enter the DeptID and Project you wish the travel to be costed to and how the cost is to be divided between the cost centres. Once the multiple cost centre option is available at a later date you will not need to do this. Also include any information the Travel Office might need to complete your travel such as Conference Registration links. University of Southern Queensland Document title 68

Country Risk Figure 87 - Country risk USQ has a duty of care to ensure that its travellers are safe. The Country Risk section of the Travel Request is linked to the Department of Foreign Affairs and Trade (DFAT) Smart Traveller warnings and will come up automatically. The travel warnings in the USQ Travel Policy align with the DFAT warnings. 1. If the travel warning for the country you wish to travel is a level 3 (Reconsider Your Need to Travel) or level 4 (Do Not Travel) warning and if your normal Approver approves the travel, it must then go to the VC for final approval. The Travel Office will contact you and send you further documentation to complete prior to the Travel Request being forwarded on for Approval. Level 3 and Level 4 Travel Requests will only be approved in exceptional circumstances. International SOS Emergency Response Figure 88 - Country risk University of Southern Queensland Document title 69

International SOS are USQ Medical and Travel Security Assistance Company for International Travellers. Note: this is not insurance. 1. If you are aware of the services provided by ISOS select Yes. 2. If you need USQ s membership number and/or information on services provided select No. ISOS information will be messaged to you on Approval of your Travel Request. The Travel Office will include this information in a pre-departure brief. Visas Figure 89 - Visas The Visas section of the Travel Request will advise you if you require a Visa. If USQ is to pay for your Visas you must ensure you have included an amount in the Travel Requirement section of the Travel Request. Note: you must record your passport details in your profile for the Visa information to show. The visa information flows through from USQs preferred visa provider CIBT Check Yes or No as required. University of Southern Queensland Document title 70

Vaccinations Figure 90 - Vaccinations Consult USQ s medical practitioner in regards to vaccination requirements for the country you are visiting. The name and number of the medical practitioner is available from the Travel Officer. Should you require a consultation, USQ will pay the medical practitioner directly as long as the costs have been approved with your travel request. If you consult your own medical practitioner you cannot claim Medicare and an invoice for the full cost of the consultation must be included in your Travel Expense Acquittal. The amount must be included prior to approval in the Travel Requirements section of the Travel Request. If the link above is still on the screen do not use it as USQ does not endorse the use of the link to provide advice to its travellers. Click Yes or No Declaration Figure 91 - Declaration University of Southern Queensland Document title 71

1. The declaration above are examples of the declarations included on the Travel Request. The Travel Declaration is very important as you are agreeing and committing yourself to them. The declaration includes statements in regard to policy, FBT, Medical Conditions and use of private motor vehicle. 2. Click the check boxes to proceed. The Travel Request will not proceed unless you agree to the declaration. Submit your travel request Quotes You can cancel, save or submit your request by clicking any of the relevant buttons. The Travel will now go to the Travel Office for them to check the Travel Request. You will be messaged if there is any further information you need to include in your Travel Request. The Travel Request will then go to the TMC for Quotes. After submitting your request the Travel Office will check the Travel Request and the TMC will prepare quotes for flights, hotels and other requirements you have entered in your request. You will receive and email as below: Figure 92 - Email with quotes University of Southern Queensland Document title 72

1. Click the blue Click here to review button in the email. 2. Log onto the system and you will automatically be connected to the relevant trip. Note: the trip can also be found by logging onto the system and sorting by the departure date, title etc. as shown in Figure 93. Figure 93 Trip University of Southern Queensland Document title 73

Figure 94 - Quotes for trip University of Southern Queensland Document title 74

Click on the View button of each quote and review the itinerary and quote (1). If you want something adjusted on one of the quotes click the Discuss (2) button and type in a message for the Travel Management Company consultant. If you don t like any of the quotes click do not click Decline All, click Discuss and ask for further quotes and state reasons why in the popup box. If you are happy with a quote click the green Select Preferred button (3). This will show for the Approver that you prefer this quote. Note: the Approver may approve whichever quote they think is appropriate; they are not obliged to approve the one you prefer. If you wish to cancel the trip click Cancel Trip (4). If you wish to check full details of the trip click on Back to Trip Details (5). Once you have selected your preferred quote the request will forward to the Approver. You will receive and email after it has been approved. University of Southern Queensland Document title 75

Domestic Travel - Other Accommodation, No Flight, No Hire Car This workflow should only be used for domestic travel which does not include any flights or hire car and where accommodation can t be found in the CBT. Click on Domestic Travel - Other Accommodation, No Flight, No Hire Car on the left menu Figure 95 Workflow Selection University of Southern Queensland Document title 76

Travel Details Figure 96 - Remove flight section Enter the Trip Title Then you must remove the Flight section by clicking on the grey x as per Figure 96 - Remove flight section As this workflow has NO FLIGHT and NO HIRE CAR, do not add any Enter Reason for Travel University of Southern Queensland Document title 77

Select Cost Centre. Cost Centre is based on your position Leave Group Bookings blank even if you are travelling with other USQ fellows Click either Cancel, Save as Draft or Continue Additional Information Figure 97 Additional Information Type in the name of the USQ delegate who may authorise your domestic trip. Travel Destinations Figure 98 - Travel Destinations Enter Travel Destinations with the dates you are travelling In Other Destinations, enter any places you will be travelling to during your trip. For example, you may be travelling to Brisbane, and then going to the Gold Coast. You should enter Brisbane, Gold Coast in Other Destinations. University of Southern Queensland Document title 78