ESS Travel Request by Privately Owned Vehicle
Table of Contents Overview... 3 Objectives... 3 Enterprise Roles... 3 Create Travel Request by POV... 3 Fill in the General Data Page... 6 Fill in the Additional Data Page... 8 Complete the Request and Send for Approval... 9 Umoja Training Create Travel Request by Privately Owned Vehicle 2/11
Overview This Job documents the steps of how to raise a Travel Request for travel performed by a staff member when traveling by privately owned vehicle. This also applies to Travel Administrator s creation of Travel by POV Requests on behalf of staff members and/or consultants who do not have access to Umoja. NOTE: Some screens may have been modified in production and may therefore differ slightly from the ones displayed in this job aid. Objectives This Job will walk the staff members and/or Travel Administrators through the process of creating a Travel Request by POV. Enterprise Roles Employee Self-Service (available to those staff members with access to Umoja, otherwise a Travel Administrator has the rights to create Travel Requests on staff member s and/or consultants behalf). Please contact your administrative focal point if you are unsure who is performing this role in your Office. Create Travel Request by POV 1. Log into Employee Self-Service Portal. Umoja Training Create Travel Request by Privately Owned Vehicle 3/11
2. Click the Employee Self-Service SM tab at the top of the screen 3. Click Create Official Travel (please note that Travel by POV can apply to multiple types of travel; in this Job we will use Official Travel as an example) 4. Once you enter the Offical Travel page, you must click the checkboxes that acknowledge reading and understanding of the "Travel Initiation Pre-requisites, and confirm that the supervisor has approved the trip and that the absence was recorded in Umoja Time Management. Umoja Training Create Travel Request by Privately Owned Vehicle 4/11
It is the Traveler's responsibility to ensure that these conditions are met prior to creating the Travel Request. 5. Click on Start Form button. 6. Select Travel Category and Travel Type on the Start Form page (in our case Official Business) 7. Click on Overview button to go to the next page. Umoja Training Create Travel Request by Privately Owned Vehicle 5/11
8. Please read the details on this page to familiarize yourself with entitlements and travel policy. Acknowledge that you have understood the travel policies and click on General Data button to go to the next page. Fill in the General Data Page 9. Fill in all the details related to this trip (i.e. is staff member travelling alone or with family, how many persons, etc.) and the approved itinerary. 10. After all the General Data has been filled in, your screen should look similar to the below: NOTE: Please remember that Umoja uses 24-hour format which should be applied while entering the times for travel. Both Travel Purpose and Comments/Special Instructions accept free text, therefore you may enter the relevant to your trip information there. 11. When filling out the Itinerary Details, perform the following steps: - Enter the time and date when you are planning to commence your travel in the designated fields; - Start typing slowly the name of the departure (and arrival) city; the system will automatically display the names of cities available in the system, from which you can select the appropriate one; - You will find multiple options in the drop down menu of the Mode of Travel; select 12 Privately Owned Vehicle POV or 13 Rental Car for the purpose of this Job ; Umoja Training Create Travel Request by Privately Owned Vehicle 6/11
- Once the arrival city field has been filled, place your cursor at the end of the name of the city and press Enter: that will automatically populate Subsistence Country for DSA purposes; - Click on the Match Code next to the Subsistence Region field; a new window will open, from which you can select the appropriate line for your travel destination. - Note that next to the Match Code at the end of the 1 st itinerary line you will find 3 other boxes; point your cursor at each one of them to see what they represent with their help you can either delete, create or copy the itinerary line; click on the Create Itinerary Line in order to enter information on your return trip: - Follow the same steps from before to fill out the newly appeared itinerary line by populating the time and date of departure and arrival as well as destination. In the Applicable Subsistence field select option 2 from the drop down menu 2 DSA/MSA Not Payable because the traveller is not entitled to DSA on the date of return; the Subsistence Country and Subsistence Region will be automatically populated; - Once all fields are filled out, the final screen should look similar to the below; - Click on Additional Data button to proceed to the next screen or Save Draft if you prefer to continue working on the Travel Request later. Umoja Training Create Travel Request by Privately Owned Vehicle 7/11
Fill in the Additional Data Page 12. Select Allow the system to calculate the Subsistence Allowance, and then click on the button Enter Deductions to choose the scenario applicable to your specific situation: if the Organizer provides meals and/or accommodations for any of the days during your travel, then select the boxes against those options. If neither meals nor accommodations are provided, make sure to select the box in the column No DSA/MSA (100% deduction) for your last date of travel since according to policy no DSA is paid on the last date of travel. Then click Accept button. 13. You will see that the field against Enter Deductions is now populated with 1 since you entered only one deduction in the table. 14. Select Yes if you wish to receive a Travel Advance. 15. Under Advance Payment Mode select EFT and choose the pre-populated bank information from the drop down menu (that information would have been previously submitted to the Cashier s Office). Umoja Training Create Travel Request by Privately Owned Vehicle 8/11
16. Select Ticket Not Provided by the UN to proceed. 17. Click on Enter Estimated Costs button to enter the approximate cost of travel. For more information on how to calculate it, please consult ST/IC/2006/52 Rates of reimbursement for travel by private motor vehicle. Please note that the total round trip cost by POV cannot exceed the cost of travel by commercial air. For more details on this policy, please refer to ST/AI/2013/3 Official Travel. In such situation you should raise a Travel Request accordingly using other modes of travel as appropriate. NOTE: Actual mileage expenses eligible for reimbursement will be finalized in your Expense Report upon return from the trip. 18. Answer the rest of the questions listed on the page (see example below); 19. If one or more legs of your trip uses commercial air or rail ticket and the trip is planned/booked less than 21 days in advance, a comprehensive justification must be entered in the space provided on the Additional Data page. 20. Click on Personal Deviation button at the bottom of the page to proceed to the next screen. Complete the Request and Send for Approval Umoja Training Create Travel Request by Privately Owned Vehicle 9/11
21. On Personal Deviation page, click Yes if there are any deviation from the approved route, stopovers, etc. Otherwise, click No and click on Review and Send. 22. On the final page you have a chance to review all your data, make sure it is correct or go back and change it if needed. 23. Click on Save and Send for Approval if you want to submit the request now; if not, then Save Draft and you can get back to it later. Umoja Training Create Travel Request by Privately Owned Vehicle 10/11
24. The final screen should look similar to this. If there is any error message, it will appear on this screen. Umoja Training Create Travel Request by Privately Owned Vehicle 11/11