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8/9/2019 Travel Manager

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Title:TRIP - Create Travel Request (Document)Functional Area :Travel

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File name:~TRIP_CREATE_TRAVEL_REQUEST.DOCReference Number:

Version: Approved - Ready for WebLast Modified: 11/4/2009 4:56 PM

Work InstructionPage 1 / 12

Work Instruction

TRIP - Create Travel Request (Document) TRIP, TP04

Purpose

Use this procedure to create a basic travel request.

This document describes a simple one-destination travel request. For examples ofrequests for multiple destinations, see the following lessons:TRIP - Ex6A - Travel Request Including Personal TravelTRIP - Ex6B - Change Travel RequestTRIP - Ex6C - Travel Expense Report - Additional Destinations

Trigger

Perform this procedure when authorization must be requested for out-of-state travel to onedestination.

Prerequisites

Before you use the TRIP transaction for the first time, be sure to change your settings inIRIS according to the TRIP - Initial Settings for Travel document.

You must have Adobe Reader installed on the computer

Menu Path

Use the following menu path to begin this transaction:

Select Accounting Financial Accounting Travel Management TRIP - Travel

Manager to go to the Travel Managerscreen.

Transaction Code

TRIP, TP04

Helpful Hints

Please see specific documentation for information about adding additional destinations,alternative cost assignments, and comments.

Contact the Accounts Payable office for information on processing travel advances.


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Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click . The Travel Managerscreen will appear.


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Welcome to the Travel Manager

The Travel Managerscreen defaults to the users personnel number and displays theirtrips. To enter trips for another employee, the personnel number must be changed.

Click on the (Change Personnel Number) icon to change the personnel number.


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3. Click (Change Personnel Number). The Travel Managerpopup window will appear.

Travel Manager

4. Complete the following fields:

Field Name R/O/C Description

Enter a PersonnelNumber:

R The IRIS personnel number of the traveler.

If you do not know the personnel number, click(Matchcode) to search for it.

Example: 10256567

5. Click (Continue). The Travel Managerscreen now shows the trips for the requestedindividual.


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6. Click . The Travel Requestscreen now appears for the requestedindividual with the following informational message at the bottom of the screen.

Information


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Travel Request Ms Bridgett 12-Delacroix

7. As required, complete/review the following fields in the General Trip Datasection of the TravelRequestscreen:

Do not enter information in the Request Transportation/Accommodationsection of thescreen. That section contains functionality that is not currently being used.


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7.1 Complete the following fields:

Field Name R/O/C Description

Start of Trip R The date the trip will begin.

Example: 09/10/2009

Time R The departure and return times for the trip.

Example: 19:30

Times should be entered in military (24-hour clock) format.Times entered on the Travel Request are only estimates.These times are carried forward into the expense report andcan be corrected to the actual departure and return timeswhen the trip expenses are entered.

Times must be entered in these fields to preserve

the travel dates. If the time is left at 00:00, the datewill default to the previous day with a time of 24:00.

For information on how to enter time in standard (12-hour clock) format and have IRIS translate that entryto military (24-hour) clock format for you, see theTRIP - Initial Settings in Travel document.

End of Trip R The date the trip will end.

Example: 09/13/2009

1st Destination R The city and state to which the person will be traveling.

Example: San Diego, CA

For foreign travel, enter the city and country to whichthe person will be traveling.

Example: Paris, France

Country R The country to which to person will be traveling.

Example: USA

Reason R The purpose of the trip or the reason for the expense.

Example: Attend the 2009 National EducationConference

To add more information than will fit in this field, usethe Commentssection. For more information, seethe TRIP Comments for Trip document.


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7.2 As needed, expand and complete the following sections of the screen:

Section Name Description

Additional Destinations Enter additional destination(s) if traveler has more than oneovernight destination.

Complete all fields for each destination.

For examples on entering additional destinations, seethe Travel Example lessons 6A and 6B.

Alternative Cost Assignmentfor Entire Trip, If Different toMaster CA

Add alternative cost assignment(s) if any portion of the travelersexpenses is to be charged to a cost center or WBS elementother than the primary responsible cost center.

Alternative cost assignments for the entire trip must be enteredas a percentage.

A 100% alternative cost assignment must be entered forall guest travelers.

For examples on entering alternative cost assignmentsfor the entire trip, see the Travel Example lessons 2, 6Aand 7A.

Comments Use this section to enter information such as:

- Expanded information needed for the Reasonfield.

- An estimated cost of the trip.

- A list of funding sources and amounts to be charged.

- Additional explanatory information regarding the entire trip.

8. When all data is entered correctly, click (Save) to save the request and submit it forapproval through workflow. A trip number is assigned to the Travel Request when thedocument is saved. The trip number now appears in the title of the Travel Requestscreen,and the following informational message appears at the bottom of the screen.


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Information

Travel Request Ms Bridgett 12-Delacroix, Trip 1000003515


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The first two digits of the trip number vary depending on the travelers personnel area.The trip number shown above starts with 01 because this travelers personnel area isUT-Knoxville. IRIS does not display the leading zero in a trip number.

9. Click to view a summary of the Travel Request.


The Cost Centershown on the Travel Request overview is the travelers primaryresponsible cost center. Unless an alternative cost assignment is entered, this trip willbe charged to this cost center by default. If the trip should be charged to a differentcost center or to a WBS element, you must enter an alternative cost assignment for it.An alternative cost assignment must be entered for all guest travelers.


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You can change the size of the displayed page by using the buttons on the AdobePage Display Toolbar:

Click (One Full Page) to fit a page to one screen and minimize scrolling.

Click (Scrolling Pages) to view a larger page.

Travel Requests will be routed for approval to the department head of the travelersprimary responsible cost center and to the department head of all cost centers andWBS elements that are paying for any part of the expenses. If the request is forforeign travel, the request will be routed for additional approval by the travelerschancellor or vice president.

10. Click (Back) to return to the Travel Requestscreen.



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11. Click (Back) to return to the Travel Managerscreen.


Note that the Travel Request for 09/10/2009 to San Diego, CA that was just entered isnow listed under Open Tripson both the left and right panels of the Travel Managerscreen.

12. You have completed this transaction.

Result

You have successfully created a basic Travel Request. This Travel Request has been

submitted for approval through workflow. After the Travel Request has been approved and thetrip has been completed, expenses for the trip can be entered and paid.

Comments

For assistance, please contact the IRIS Helpdesk at [email protected].

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