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The STS Travel STS#SVP
Solution fluamdp on =
‘Traveller and Arranger Training HeG
(Full Solution)
sall2010
wre.
Welcome to Training
+ Name & Department
+ What is your Role in the Travel
Process?
+ Did you use the old solution?
honor Ground Rules
+ Please turn all electronic devices off or on silent
mode.
+ Do not interrupt the person speaking.
+ All questions are good.
+ Allunanswered questions will be placed on the
“Post it” with name and e-mail address and we
will come back to you with the answer.
+ Have fun and enjoy the opportunities we have to
contribute to our future success!
Objectives
At the end of the training you will be able to:
+ Navigate the STS Travel Portal.
+ Research Air, Hotel and Car Rental in the Online
Booking Tool (OBT).
* Create & submit a Travel Request for approval
using the Expense Management Tool (EMT).
* Create and submit an Expense Report using the EMT.
+ Examine the Approval Processes for both Travel
Requests and Expense Reports.
wor 72014 Road Map
Part1
+ Introduction to the STS Travel Solution
+ Updating a User Profile
+ Creating a Travel Request
+ Submitting a Travel Request for approval
+ Approval Processes
Part 2
+ Creating an Expense Report
+ Understanding how to link expenses from Credit Cards
+ Submitting an Expense Report for approval
+ Troubleshooting
+ Next Steps
The Travel Solution
lonrra018 oe7ans
Benefits of the Solution
+ Improve operational efficiencies.
+ Enhanced the travel experience for employees.
+ Reduce travel expenses.
+ Aid decision-making through accurate travel data.
+ BMO Mastercard accepted in more locations.
+ Internet and Mobile access.
The Learning Management System
HRG | BESSY? Travel Portal Overview
wee ee Canadit
Completing a traveller’s
Profile
onraois ovr7a04
Activity: Verifying your Travel Profile
4. Credit Card Information :
in training)
3. Membership Card:
Delta Hotels! 143256000
He a
HotellCar Rental 6. Business Address:
our seopert Sams: 219 Laurier Street
Master Card Ottawa
5425232820001308
Expiration Date: 05/2017 7. Passport Information:
2. Arranger: (Refer tothe directives Passport Number:
‘AB504065
Issue Date: 01/01/2014
Issue Place: Ottawa
Issuing state/country of
“Pred Ker issue Canosa
(613) 952-0123 Expiry Date: 01/01/2018
Country of Residence:
5. Change your Password: ae
Be net change Password
a ‘Canadit
Creating a Travel Request
a0
oat
cect)
ed
=
erect
Approval
Canad
Bin grehre's ate
\f default appre AS aot oS,
Week an emncrQ asting
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deh .
, “rd
6 When Not To Use OBT
Travelling North of 60
Same day booking — Ae eK SFE (ne WAN
Group booking — for 10 or more
travellers
Multi-destination trips with more than
4 segments
Creating a Travel Request
and Adding additional
Expense Estimates
lomo : Creating a Travel Request
Scenario # 1: Day Trip for a Management Meeting
Dates: January 12, 2015
Meeting Begins at : 10 am
Meeting Ends at: 2 pm
Note: Lunch is provided atthe meeting
Private motor vehicle
Parking $15,
Location:(From)200 Kent Ottawa, Ont
(To) Bonaventure Hote!
1900 Rue de a Gauchetire,
Moniresi OC
—————>_—_—_——>—_—=————
¥ Canadt
ity: Creating a Travel Request
Scenario #2 : Training on Environmental Awareness
Date(s): January 14 10 16, 2015
Training Begins at : 9am
Training Ends at: 4 pm
(Note: training stats on Jan 14, you need tobe in Winnipeg onthe 13th)
Fics.
hte
Text
= Meals & incerta ot: Breakin ls proved each coy enor)
= Onn caro oto emporn Craw
= Ping taro
LLocations(From) 200 Kent Ottawa, Ont
(To), Best Western
winnipeg. Man.
ro7a04 Activity: Creating a Travel Request
‘Scenario # 3: Conference in Washington, DC on Expense Management
Conference Date(s): February 3 10 6, 2015
Conference Begins at : 9am
Gonference Ends at : 5 pm
Note: if conference stars on Fab 3, you need to leave on Feb 2
Fight
Hote!
Meals & Inert
Tas
‘Own carto & from sipprt in Ottawa
Parking at airport
Note: Lunch is provided each day during the conference
Location:
Days Inn, Washington D6, 4400 Connecticut Avenue
‘Washington, District of Colombia, USA, 20008
we eme ee Canadit
Approval Process for Booking Travel
ionrao Approval Process for Booking Travel
Aero on Reged —_ “
ibn tag o¥ER004
How to delete a Travel Request
* Cannot delete a travel request that was approved or declined
+ Alltravel requests should have different names, since the
name is the only way to locate which travel request you want
todelete
+ Ifyou have a travel request approved, you can do the same
procedure as if you wanted to delete it, but it will only de-
‘commit but the travel request would remain in your profile
lor72014 Creating an Expense Report
erect)
‘We will be looking a the Webex inthe taining session
ecco
of Pocket
ened
Submit for
Tc
Activity: Creating an Expense Report
‘Scenario #1 : Day Trip for a Departmental Meeting.
Location :
Actual Trip Details :
475 Président-Kennedy Avenue Youaoe's Mondieal utiig a
Montréal, Québec H3A 147 car rental
Canada
Date: January 23, 2015 Receipts:
Meeting Begins at: 11 am a rata $355,
+ Patking -
Meeting Ends at: 4 pm 1 Gane”
Note: Lunch is provided at the meeting + Breakiast-T8 rate
———_—_—_—_——————
= Canadt
ront7a0s Activity: Creating an Expense Report
Scenario # 2 : Training on Environmental Awareness
Location : ‘Actual Trip Details:
Vancouver Convention Centre You took a fight and rented a hotel
1055 Canada Place ae
Vancouver. BC, V6C 0C3
Canada
* Flight Canada Airways $639
+ Hotel $455
‘ebruary 1016 12,2015 * Meals & incidentals,
Date(s):
ing Bogie Taxi to & from airport in
Taining Bosine: Fob 10,2015 a ee erry
Training Ends at: 4 pm + Quin car to & from airport in
Note: Breakfast was provided at Svar:
hotel each day. + Parking at airport in Ottawa $65.
—————————
See 2 Canadt
Activity: Creating an Expense Report
‘Scenario # 3: Conference in London on Expense Management
Location : ‘Actual Trip Details:
London Marriott Hotel Kensington You took a fight and rented a
147 Cromwell Road Kensington hotel room,
London SWS 0TH + Flight Air Canada $2514.59
England + Hotel 4 nights @ $125.00
per right
+ Meals & incidentals
+ Taxis to & from alpor in
London 36€ and 49 €
+ Own carto & from alport
Conference Date(s): February 22 to 26, 2015
Conference Begins at: 9. am
Conference Ends at: 5 pm
Note: Lunch is provided each day during in Otawa
the conference + Parking st airportin Ottawa
$115
—l
= Canadit
lonyn018 Approval Process for Expense Reports
Questions?
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Creating a Travel
Request
(Full Solution)
Travellers and Arrangers
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Canada
i ees. Eee. STS#SVP
Asa Traveler/Travel Arranger you will be able to create
trip estimates and book your travel arrangements through the
Online Booking Tool (OBT). The OBT allows you to create a
single travel itinerary using real time data which includes all
your required travel segments
The itinerary can be booked using an online or offline TAN.
When using an online TAN, the Travel itinerary will be sent
‘through to the Expense Management Tool (EMT) for you to add
in additional expenses before submitting the itinerary for
approval.
Contents of the Guide
1.0
20
3.0
40
5.0
60
70
80
9.0
10.0
110
120
13.0
140
15.0
16.0
‘Access the STS Portal.
‘Access the Online Booking Too! (OBT)..
‘Adding a Flight Segment .
‘Adding a Hotel Segment.
‘Add a Car Rental Segment...
‘Add a Rail Segment
Reviewing your Itinerary «1...
Reviewing the APIS and TSA Details...
‘Complete Account and Payment Information .
‘Access Your Travel Request...
‘Add Additional Estimates in the Travel Request
Review Financial Coding Blocks (FC8)
Review Approval and Tolerance Details.
Submitting a Travel Request for Approval.
Complete Account and Payment Information - Offline TAN
Complete Account and Payment Information - BTA... —
H&G aa? H2G
Creating a Travel Request in the Online Booking Tool
PRM cee ec
1.1 Launch your internet browser.
The STS Portal is internet based and some departments may require your
Internet password.
The browsers that support the portal are: Firefox, Chrome (the last two
versions) and Internet Explorer 1E8+
11.2 Enter https://isuites hraworldwide.com/gclanguage/en-ca/home.aspx in
the address bar.
This is @ new address and is different from ones you have used previously to
‘book travel.
13 Select your language preference.
You will be redirected to the Logon page.
p ‘Add the link to your favorites in your browser.
Welcome / Bienvenue
‘Shared Travel Services STS#SVP
1.4 Enter your Username (TIN).
15 Enter your Password,
1.6 Click on Log on to continue.
You willbe redirected tothe STS Pee 2
Portal
T Remember Login
HRG STS*svP STS#SVP H
2.4 Click Manage Travel.
2.2 Click Book Travel to access the Online Booking Tool (OBT)
The OBT will open.
Ifyou are a Traveller proceed to step 2.4
Ifyou are a Travel Arranger continue to step 2.3,
2.3 Travel Arrangers will be asked to select
who they wish to book travel for.
23.1 Select the appropriate
option.
PB sci eeiccnmse
to book travel on their behalf.
2.3.2 Click Start.
The Company/Accounting Details - Prebooking page will appear.
pb ‘At any point, where the help logo is available you can access a separote pop up guide for further details on how to
use the system.
2. Select the Travel Directive
Module.
24.1 Fromthe drop down mapa rents Sorte
menu select the Travel s=wsiem Auy omnes sale hs pot we
Directive that applies
to the itinerary you
want to build.
Do not modifythe TAN
pm xe
traveling for another cost
centre other than your
default cost centre.
~ =) Bb 242 STS#SVP H
‘Sfared Travel Sonices de
Sonics voyayo paranés
2.4.2 Click Continue.
The Itinerary Details Page will appear.
[ED Me wever modu which is selected wl determine what avel options ae availble to youn the OB"
Travel Directive Module(s):
|» M1- Within Headquarters - No Overnight: Only car, rental car, buses and taxis within Headquarters
(approx 16km) can be booked.
M2 - Outside Headquarters - No Overnight: Only one day flights, car and rail in Canada can be booked.
J) M4- International - Overnight Stay: Air, car and hotel can be reserved for any destination. Rail can only be
tial ance
2.5 Add Travel Segments. ‘There are four steps to adding each Travel Segment:
you can add to an itinerary:
1. Search: Research the information on the travel segment by
) , ) 3 S entering information and searching the available cptions.
2. Select: Based on price, time and other options select the best
Flight Hotel_ CarRental_—_Rail_—_option that meets the requirements of your department's travel
policy.
‘Feoddh.sha follavdng Teaeel Segmantss 3. Confirm: Confirm the details on the travel segment, and add any
idional information
+ Flight (continue to section 3.0) sonal information for the booking agent
‘* Hotel (continue to section 4.0) 4, Add: After
* Car Rental (continue to section 5.0) the itinerary.
« Train (continue to section 6.0)
ng the information add the travel segment to
TAN Al west we alk -ko book ~PRaok (hen,
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TAN ©
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25.1 Click the corresponding logo
oR
2.5.2 Choose the travel segment
from the Travel menu on
the left hand side.
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3.1. Select the Flight option from the menu or click the icon.
The flight search page will oppear.
(@ Book fights
Pleas prove information fr al boxes marked wth
Search by. © Pice © © Avlainy © 32.4
+ Leming fom: Going te |
323
‘ Departure date. 2 — +/- Hours.
osos0%4 =] (08:00 [x] [2 [x]
‘Class: 828 | Cle
[Economy T=) Economy B
@ Advanced options 3.2.8
Eadie gts erly
Connection location.
3.2 Search for a flight.
3.2.1 Choose to search by Price or Availability.
324
Same rtum datas |
& [ire0 TS) fz]
3.2.6
|
Time: ‘s- Hours:
329 7 |
IF booking for multiple destinations
refer to section 3.2.7.
By default the option willbe to search by Price according to your
travel policy.
3.2.2 Choose the Journey type. STS#SVP
3.2.3. Enter your departure airport by typing either the airport or
city name in the Leaving from text entry box.
There will be a drop down menu that appears, click on the
airport to select it
Dp ‘Searching for airports:
Airport: You can search for an airport using any part of the description — airport codes are a quick method and a list of popular
tiport codes are available from the portal under the quick inks.
For example, John F Kennedy Airport isisted as “New York, John F Kennedy International, United States (JFK)”.
Therefore, it could be retrieved by typing “IFK”, "New York” or “John”.
‘Multiple Airports: n the case of cities that contain multiple airports, you do not have to specify which particular ane you wish to
travel from orto.
For example, you could choose to go from London All Airports to Tokyo All Airports.
3.24 Enter your arrival airport by typing either the airport orcity [wt 324 |
name in the Going to text entry box. |
There will be a drop down menu that appears, click on the ret cna ne 4
airport to select it. epee |
{year moking 2 return ourey bt wish to return from odfeent pace, | jan aa
PPD, sti hectare cetacean |= Swe
‘the Return From and Return To boxes.
3.25. Select your Date and
1e for Departure.
e325
* Enter the date by clicking on the calendar icon and selecting
the required date. You can also type the date in the text
box.
* Select a Departure Time from the drop-down menu.
* Indicate the time search criteria by using the +/-
Hours menu,
For example for o departure time of 9:00, +/-3 hours, times
Srom 6:00 to 12:00 would be considered.
When entering the departure date, you can click and drag across the
calendar dates to complete the Return date at the same time. STS#SVP H
‘Shared Travel Sorioes do
Serves voyage parts
3.2.6 Select your Date and Time for Return. = =»
Sato fen eee
‘* Enter the date by clicking on the calendar icon and selecting,
the required date. You can also type the date inthe text scowny
box. ~
* Select a Return Time from the drop-down menu,
© Indicate the time search criteria by using the #/-
Hours menu,
For example, for a departure time of 9:00, +/-3 hours, times
{from 6:00 to 12:00 would be considered.
3.2.7 Booka multi destination trip,
When booking a trip with multiple destinations you will need to enter information for multiple flight segments,
a) Click the Multi-destination radio buttot
(refer to section 3.2.2) ee, Eo
The search page wil populate with 3 multi
location options or segments. [=
b) Complete the leaving from and going t.
destinations for each segment. (refer te »
sections 3.2.3 and 3.2.4) ee }
¢) Enter the departure date for each segn: l
(refer to section 3.2.5) a
@) Click Add Segment if additional segments
are required.
‘agent will intervene and an agent intervention
p If the trip is more than 3 segments, a travel
{fee will apply.
3.2.8 Expand the Advanced Options section and make
the relevant selections if required.
L When booking domestic flights within Canada, you may wish evans
to check the Include Rail Search box, allowing you to compare | =="
the differences in cost and time between a rail and air Ln
Journey. The cheopest ral and airfares are displayed at the
top of the next stage in the booking process. You can switch
‘between the rail and flight lists by clicking the tabs next to
‘each other. This is not available for Multiple destination trips.
10 STS#SVP HeG
3.2.9 Click Search.
The View Itinerary page appecrs. a
3.3 Select the Flight Seam
3.3.1 Look through the details ==
of each flight.
ee
|
3.3.2 Ifyou wish to filter the
results or change your
search, see the menus on
the left hand side.
3.3.3. Thereturn trip details
appear below the
departure details. To
view more details on the
trip click on Details in the
right hand side menu.
3.3.4 Select the flight you want
by clicking on the price
A Confirmation page
‘oppears.
3.4 Confirm Flight Details. 3.34 rr =
3.4.1. Verify that you are satisfied with the details of
your itinerary.
3.4.2 _ if you have the option, you may wish to choose
seats for the flight().
3.43 _ if you wish to make any special requests, expand
the Additional Information section and type it
into the box. The feature allows you to enter
special requests, to be viewed by the agent
handling the booking.
p You are not able to paste text into these fields. |
Additional handling fees will apply to requests made via the special
requests box.
" 34.4 Click the Fare Rules link to see the
p ‘terms and conditions of the airline(s).
3.45 you agree with the terms and
conditions, select accept the terms and
conditions check box.
35 Click Add to Itinerary.
The system will show your Itinerary with the option to complete
your trip details or add further travel segments onto the itinerary.
CXC leek aus
4.1 Click on the Hotel Icon =) from the menu.
inebetsearh ier
4.2 Search for a Hotel .
ill default tothe destination as per the fight along with the
Dp Ifo flight is already on the itinerary, the hotel search function
relevant check in and checkout dates.
42.1 You can search by Location or Office.
Complete one of the boxes.
4.2.2 Enter an amount into the distance field to
filter your results further.
For example, a distance of 10 km would bring up hotels within o 10 km
radius ofthe location you hove selected.
12 SisesvP H2G
4.2.3. Ifthere is. specific hotel that you would like to book, use the Hotel Part Name field, You can enter
part of the hotel's name or it's full name.
For example, typing "hil" or “hilton” would bring up Hilton hotels in the area that you have specified.
4.2.4 Youcan view the area that you have selected in further detail using the Google Map. Use the plus
and minus buttons to zoom in or out. You can also view the area at street level (as if you were
standing outside) by clicking and dragging the Google "Pegman" onto the map.
4.2.5 Complete the Check In Date box by clicking on the calendar icon and selecting the required date,
Alternatively, you may type the date into the box.
4.2.6 Either enter in the number of nights that are needed for the booking in the Nights field or choose
your check in and checkout dates at the same time by clicking and dragging on the Check In Date
calendar.
When entering the check in date, you can click and drag across the calendar dates to complete the check out date at
the same time.
4.2.7 Enter amounts into the Min. Rate and Max. Rate boxes,
4.2.8 Expand the Advanced Options section and select any facilities that are required.
4.29 Click Search.
The View Itinerary page will appear.
13 STS*SVP H2G
4.3 Select your Hotel.
Please Note : Accommodation in the Government of
‘Canada (ACRD) is listed as “Company Preference”
and is identified with a red heart. You must consult
‘the Government of Canada Accommodation and Car
rental Directory (ACRD) to determine whether the
Accommodation is within or above the city limit.
Click on "Government of Canada Accommodation
and Car rental Directory (ACRD)" at the top of the
page.
4.3.1 _ Look through the details of each
hotel option by clicking on its price
to expand all of the available rooms
and rates. |
You may also wish to email or print |
the hotel options.
43.2 To viewaall the available options on
‘a map, click Open Map towards the
top right of the page or click on one
of the Show On Map links. To view
the details of one of the hotels
within the map, click on its
numbered marker.
4.3.3 Ifyou wish to filter the results or
change your search, see the menus
on the left hand side.
4.3.4 When you have made a decision, click on the price of the relevant room option.
The hotels details page will oppear.
[ED erm terete inate te
14 STS#SVP
Shard Tavel — Sorvows de
‘Senices voyage paronés
4.4 Confirm the Hotel Details,
4.4.1 Verify the Hotel Details and Stay Details sections.
4.4.2 Add the Membership Number (If applicable).
Sarena gE eset
ka eee eames
sen ecieae scan!
ee eC ee
perience ae oe
Soe ee eee
443 Verify the Room Details section. |
= aii 4
eee
viewed by the agent handling the booking.
4.5 Click Add To Itinerary.
The system will show your itinerery with the option to complete your trip.
details o add further travel segments onto the itinerary.
15 STS#SVP
H&G
5.1 Click on the Car Rental Icon &) from the
TT cc
5.2. Search for a Car Rental.
{fa fights already on the itinerary, the car
rental pick up location will default to the
departure airport
5.2.1 Choose an Airport or City
Depot pick up location.
5.2.2 Type in your airport or city name
and select from the list.
p
5.23
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nee, ir’
comiie 5.2.2
‘averse 6.2.3
524 sa
‘If you choose an airport pick up location: information entered in the Carrier Cade and Flight No boxes is passed to the
car hire vendor once the booking has been completed.
Select whether to have the same drop off location using the check box. If you choose a different drop,
off location, select the city or airport for drop off.
5.24
Complete the Pick Up Date box by clicking on the calendar icon and selecting the required date. You
may also type the date into the box,
2 You can choos he lop ond dropoff does athe same tine by licking and dragging on the Pk wp Date lender
5.2.5 Select a Pick up time from the drop-down menu,
5.2.6 Enter/Confirm the drop off dates and times.
5.2.7 Select your car size, transmission, and air conditioning preferences.
5.28 Click Search.
The View Itinerary page will appear.
16 STS#SVP
5.3 Select the Car Rental
Please Note: Employees are required to purchase
Collision Damage Waiver (COW) coverage from the
car rental company, unless they have a government
sponsored Individual Designated Travel Card (IDTC)
that covers the CDW for vehicles listed in our
Standing Offer only, a personal credit card that
provides CDW, or the supplier does not accept the
government sponsored IDTC.
Please click on ACRD at the top of the page fora list
of Car Rental Companies to choose from.
=
5.3.1 Look through the details of each - =
‘company by clicking on its price to wens a
expand all of the company's other ate
options. aa -
5.3.2. You may wish to click the Show link
to view the terms, to
email or print the car hire options.
5.3.3 Ifyou wish to filter the results or
change your search, see the menus
on the left hand side.
5.3.4 When you have made a decision,
click on the price of the relevant
option.
The Cor Hire Detail page will appear.
7 STS#SVP
‘StaredTrovel Sores do
‘Severs vovane palants
5.4 Confirm the Car Rental Detai
© corrertal dt
5.4.1 Add your Membership Number. 2
Ifa membership number for that car eer a
hire company has been saved to your i
profile/the profile of the person you
are booking for, it will appear in
the Membership Number box. Ifa
membership number does not
appear and you have one, simply
type it into the box.
5.4.2 Ifyou wish to make any special requests, expand the Special requests section and type it into the
box. The feature allows you to enter special requests, to be viewed by the agent handling the
booking,
You are not able to paste text into the field.
t
2 Additional handling fees will apply to requests made via the special requests box.
5.4.3 Click the Terms and Conditions link and if you agree with the terms and conditions, select | accept
the terms and conditions check box.
5.5 Click Add to Itinerary.
The system will show your itinerary with the option to
complete your trio details or add further travel segments
onto the itinerary.
18 STSeSyP H2G
G EC Eee ued
The Rail search page will appear.
|@ Book rail
| Please prove information fr al boxes marked wth
Jourmey type: @Retum © One way 6.2.4
+ Departure country: *!
ze
jee —,
Nes
| | Departure date 6.2.3 Time: 6.2.4 Return date 6.2.5 Time:
cwoszois C3 — ([Deparatly] oal=][00[s] | ovaszom [Depart ate] 7
src | roses
Advanced options 6.2.7
Ciditect trains only ony
Conecton station © Via © pid
arch for Rail Journeys.
‘a)__ Validate the Country information that is displayed. By default it will be Canada.
b) To change the Country type in the country name into the text box and select it from the list that
appears.
©) Enter the Departure station by typing in the city name and then selecting the station from the list
that appears.
19 STS#SVP H
‘Shared favel Soros 60
‘Sovicus —voyane rarianés
6.2.3 Select the Arrival Information.
a). Validate the Country information that is displayed. By default it will be Canada
'b) To change the Country type in the country name into the text box and select it from the list that
appears
Enter the Arrival station by typing in the city name and then selecting the station from the list that
appears.
2 itis only possible to book rail for domestic journeys in Canada or Trans-border journeys from Canada into the USA.
2)
Q
2)
628
IF you have a location in mind but don’t know what the closest station to that location is, click on the Nearest Station
link
6.2.3 Complete the Departure Date box by clicking on the calendar icon and selecting the required date.
You may also type the date into the box.
6.2.4 Select a Departure time from the drop-down menu.
6.2.5 Complete the Return Date box by clicking on the calendar icon and selecting the recuired date. You
may also type the date into the box.
When entering the return date, you can click and drag across the calendar dates to complete the Return date at the
some time.
6.2.6 Select a Return time from the drop-down menu.
6.2.7 Mfrequired, set any Advanced options by ticking Direct trains only or specifying a station to go via
or avoid.
lick Search.
The system will search forthe rail journey and will provide a results list which matches your search criteria.
20 STS#SVP
‘Stared Servoes de
‘Senices _voyone paranés
6.3 Select the Rail Journey.
6.3.1 Select the relevant radio button next to the outbound
‘single fare and then the inbound single fare.
The details of the journey are displayed in the Journey
‘Summary section on the left hand side.
: ass Dimes
You can view the det ofeach al opton using ether the Rall => one we
Grd or ll st ob
Both pages have Earlier and Later buttons, allowing you to easily |
‘adjust the times displayed. You can see a summary of each option by | ==". *
‘licking on a departure time. | 633
The cheapest fare is dsplayed at the top of the page. You com also
see information onthe rail ules by clicking on a pice.
If you wish to filter the results or change your search, see the menus
on the left hand side.
63.2 _Atthe bottom of the page, click the terms and conditions link of the rail organization and check the
box to say | accept the Terms and Conditions of Carriage.
63.3 Click Continue.
The system will show the Ticketing and Fare Confirmation Page.
6.4 Confirm the ticket and fare.
6.4.1 Verify the details of the rail journey before Pence
adding itto your itinerary by checking the .
journey details section.
6.4.2 Under Fare details, ticket delivery type will
be set as e-Ticket (e-boarding) |
6.4.3 You may be able to select seating.
preferences; where possible they will be
‘met but cannot be guaranteed.
Seating preferences are automatically
retrieved from your profile if they were
selected. a - 644
6.4.4 Click Proceed.
The system will show a summary of your selected
journey.
a STS#SV
ShawaTael — Servoes de
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6.5 Add the Rail Journey to the Itinerary
6.5.1 _fyouwish to make any special requests,
expand the Additional Information section
and type it into the box. The feature allows
you to enter special requests, to be viewed
by the agent handling the booking,
You are not able to paste text into the field.
Additional handling fees will opply to requests made via
the special requests box.
65.2 Once you are satisfied with the rail details,
click Add To Itinerary. a
The system will show your itinerory with the
‘option to complete your trip details or add
further travel segments onto the itinerary
22 STS#SV
‘Sheed Travel Servows de
7.1 Click on View Details to view roe
Your linear. =
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7.2 Review and Change your Itinerary.
Ifyou change your mind about any segment that you have ¢
the itinerary, its easy to cancel it as the booking has not ye
made. Segments of an itinerary are cancelled from the Itine:
Details poge.
7.2.1 Change any element of your itinerary by clicking Amend.
7.2.2 Delete any element of your itinerary by clicking Cancel.
7.3 Click Complete Trip Details.
The system will redirect you to the APIS and TSA details page.
H&G
23 STS#SVP
H&G
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‘APIS stands for Advanced Passenger Information System and TSA for Transportation Security Administration.
Ifyou are travelling to or from certain countries, to be able to fly, you are required to provide certain traveler and
passport details before check-in.
Dp This information is only required when the itinerary contains a fight:
8.1 Review your information and make changes if
required.
If you change your traveler detoils and click Save
Traveler Details To My Profile, your profile will be
updated.
8.2 Once you have made your selections, if any,
click Next to proceed.
You willbe directed to the Accounting and payment page.
QPPISE TSA deals
| isass——- ee
24 STS#SVP
Pome ee eerie ce endear
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9.1 Confirm the itinerary and
Payment information.
9.1.1 Verify the Travel Segments
and their costs in the se
Itinerary. To make any
modifications to the
segments refer to section
7.0.
ac a
* 92
Selita i
9.1.2 Verify the Payment method
being used for each
segment.
You can make changes to
the information on the trip
‘by licking on the Personal
Credit Card link. 1 wil cllow
‘you to modify the
Information for this trip only.
(On the Account and Payment 7
information page at the bottom Company accounting details, 9.24
of the page (scroll down if ysl he tone satings na ben sect om your pte
required) to see the Company ‘Te! ice Mose (Wi aaa Re mai °
‘accounting details. fe THCEE Top Caley
THEE Gt Expanation (035 Ay
9.2 Completing the apie eter rin TH
‘Company accounting details Fite Yur |
using online approval. | eRe ent ea y |
|
rates TS]
Ifyou are
ing an Offline TAN to complete your booking, proceed to step 15.
if you are using a Blanket Travel Authority (BTA), proceed to step 16.0
25 STS#SVP
Sheree Pavel Sovoos do
‘Senices voyare paras
9.2.1 _Fillin the Company accounting details:
a) The Travel Directive Module is linked to your company policy and cannot be amended at this
point.
b) Choose an option from the THCEE Trip Category drop-down-menu.
Enter the Fiscal Year.
¢)_ Leave the offline TAN field empty.
Travel request details
Proace select your Blanket Trae{
‘Authorization (appicable)
9.22 Fillin the Travel
request det
a) Leave the Blanket ‘4 Depart date: 2erenr2014
Travel Authority blank. Feta 2 922
my + Finish date: 27014]
b) The Depart Date ‘Auto book upon appro F]
and Finish Date boxes
should already contain
the start and end dates
of your trip (picked up
from your itinerary),
‘2 ‘you need to change your dates, edt the Depart Date box by clicking onthe calendar icon and selecting the date
that the trp begins. Alternatively, you may aso type the date into the box
9
'* Auto Book: Is automatically selected, if you would like to book automatically upon approval
Manual Booking: If you would prefer to later go back your itinerary and manually click to
book once approval is received for the trip, clear the Auto-book upon approval check box.
PD, ornate note cet. ak eck sk he
automatically be booked for you once approval has been granted.
26 STS#SVP
‘Shared Tavel — Sorvovs do
‘Sevices voyage paranss
9.2.3 Enter the EEvEnEEEEEEEEEennee ——
information inthe Save Save inerary
oe
Itinerary section.
Hold nip | [Create travel request | [ Cancel
92.3b
a) Inthe Trip Name box, give the trip a name following the format, where, why and when
Example: Halifax Training Conf Sep 2014.
‘After you have given the trip a name and submitted the travel request, you will be able to go back toi, if required,
by clicking Itinerary and then Search Itineraries, in the main Travel Menu.
) Click Create Travel Request and you will automatically be redirected to the Expense management Too!
{EMT) to add additional expenses to your Travel Request before submitting it for approval.
You can click Cancel to be taken back to the Itinerary Details page where you can moke changes to the trip or
cancel it altogether (by clicking Cancel itinerary)
Hold Trip will appear when there are fights on your itinerary. When using Online approval, the option to Hold Trip
will not be selectoble.
Bo
a STS*SV3 He
Submitting your Travel Request using the EMT.
KOM cossoh Cae me Cs
10.4 Access the Expense Management tool (EMT) te
| [[eeseneten
Cancel
10.1.1 Access the system by clicking Create Travel
10.4.4
Request from the OBT. (See section 9.2.3 b)
Request, click Manage Expenses from the main
menu.
10.1.2 Ifyou are accessing a previously created Travel HeG STS#SVP
10.2 Access your Travel Request.
Hfyou are accessing the
EMT through the BT
request proceed to Step
wt.
Welcome Charles Jones |
0 40.2.4
10.2.1 Select Travel Request
from the left hand
menu.
‘The Account Statement
‘page will oppear.
10.2.2 Select the appropriate travel
request by selecting the
nppatpbed as,
The Trovel Request Det page
mete ee ee
=I ™ —
1022
28 STS#SVP
PEROMEC CEG Ch Curses URLoEN mit teas
111 Clickon the green Ton ep nhc
check mark“ next to the “se
‘name of the request. Trandate Sumy pense ReponAnoutet
The Travel Request: Details | ses ran van[op s+
‘poge appears on the “Rati tray e081
Expenses Tab. “othe nat tort
‘rave Request sponses
112
are ae noe
DoS treet
9 Seco meee
Click on the appropriate
hyperlinked expense that
you wish to add an | sac face
estimate for from the
Spend Wizard options
page.
The appropriate expense type
page appears.
‘Spend Wizard: Options page.
Hover over the expense type
‘name fora description.
a
:
en STS+SVP H2G
11.3 Enter the estimate
Amount and Sub Type
details
114 Click Save.
The details required for
e0ch expense type may vary Expense type details page. ata
slightly
115 For some expense types you will need to complete the Comments section.
11.6 Click Save. Fad = 15
The Coding tab appears. —— | wens
| ssiepeaew 112 5
Expense Type Comments page
JD, cone en rt nit
If your Travel Request must be reviewed by a recommended prior to approval, add the Recommender Approval
Dp ction from the Spend Wizard page. gueqey? HeG
jew Financial Coding Blocks (FCB)
Review the breakdown of the financial coding blocks (FCBs) for each expense category.
| tats
ome 1228 |
= — a
if you are changing the FCB proceed to Step 12.2.1,
if you are not changing the FCB proceed to Step 12.2.8
12.2 Change the FCB as required. im =
a 4224
1221. Chek the down arow next tothe FEB you wantto Fa]:
change. I Bb 12.22
‘drop down Ist appears. L Is
If there is no down arrow next to the FCB code, you
cannot change this code.
12.2.2 Click Search.
The Cost Center Search page appears.
3 STS#SVP
Shared Tavet
‘Senices
use.
12.2.3. Enter the Code Value or
Description of the FCB you want to
Sonvoes de
voyane paras
Ifyou are unsure ofeither
value, lick Search foraistof
a Fas.
12.2.4 Click the Up arrow # to select
the appropriate FCB.
B
Uf this isa code used often but is not your
default, you can add this as @ Favourite
for future use. Once you locate the code,
lick the Right arrow ~ next to the FCB
code which will now display as a
Favourite. These will display on step
42.2.1, and you can have up to 15 FCBs
saved as @ Favourite. To change your
default FCBs, do this through your profile
‘on the Portal.
12.2.5 Repeat steps 12.2.1-12.2.4
for other FCBs you wish to change.
12.2.6 Use the Comments text box
to communicate additional
information to your Approver.
The maximum character limit for this field
1s $00 characters.
Wo Cot Cntr Favere
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Code Value
Description
Valid Codes Only Yes @ Alle
|
] 00001 westis astanaeastis west > 7 > |
| 0130 susnce cane ray |
] 1000 StS UAT Depanment ap |
1271 cREDT_ APPR 2p ‘24
age wien |
92 STS#SVP
Shad Travel Senveas do
‘Senices voyage parianés
12.2.7 Click the Paperclip if
you wish to add
documentation relating to
your trip.
fa
fn reser
an attachment. |
Cones
12.2.8 Click Save.
The Travel Request: Details -
Approval tob appears.
FERMI
Sc en Re eae sec
The approval tab displays the name of the approver assigned to this travel request. If the Recommender Review
‘option wes added to the request, the recommenders name would also be displayed on this page. The Approver and
Recommender can be modified from this page.
[TravelReqest Denis col =|
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13.1 Selecting an Alternate Approver.
13.1.1. Click on Set Alternative Approver. saz geo
A Set Alternative Approver pop up will display.
13.1.2 Click the $82 Approver drop down menu
and select the alternative approver from the list.
Jf the Approvers name you are searching for does not appear in
the drop-down list it means this approver has not been assigned
to the cost centre you have identified for this trip.
p This will update approvers if you have multiple coding lines, but can be changed by repeating
Step 13.1.2,
13.1.3 Click Save.
The Set Alternative Approver pop up will disappear and you are taken back to the Travel Request:
Details - Approval tab.
13.1.4 Click Next.
You are taken to the Approval Tolerance Settings tab. STSeSVP HG
‘Seviose voyage prtaass
Travel Request: Detais erm
. ‘Aoproial Tolerance Seingt
‘en ; Sas
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price variation from the estimate obtained by the OBT during the research process. This amount
should not be modified, except by an Approver. If they need to be changed please request this in
the Traveller comments (step 13.1),
B45
Dp Approval tolerances will be set by your department. The tolerance feature allows for a percentoge Ga
13.15 Click Save.
A pop up appears returning you to the Account Statement - Travel Request poge. STS*syP HG
for Approval
Travel Request
(Charles Jones - Surmary Statement
‘Travel Request Detats CAD
‘ranate summary
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144
Travel Request. Breaktown eked tems
catego Mocated Cat Out etPockat Expenses Saree
Vic Renta est econ O81) Amount 2181 6
14.1. Click the Submit for Approval icon.
14.2 Appop up will appear. Click Ok. This temas now been Submited
The Submit for Approval icon will
change toa grey dash
Bp:
To remove your travel request Stet heat iT
Dp {from the approval process, click TranDate Summary Expense Report Amount Inc
viiaitondresanityar | Semi eH oa soe
cai ran center |) EO eee eeaee
re eres
wee STS#SVP
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The below process is for users with an offline
TAN,
15.1 Confirm the itinerary and Payment
information.
15.1.1 Verify the Travel Segments and
‘their costs in the Itinerary. To
‘make any modifications to the
segments refer to section 7.0.
Pamecirtemaicn ]
ee Cont Parmesan Foeoe |
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Sia ome =
15.1.2 Verify the Payment method being
used for each segment.
You can make changes to the information
p cn the trp by clicking an the Personal Credit
Card lin. It will allow you to modify the
information for this trip only.
(On the Account and Payment information
Je at the bottom of the page (scroll
Gonn reqaedoseetie company Comverse | agg
‘accounting details. : 1 Wt Heads Ws og °
42 casei he bine steer en anon
accounting details using an offline
B
‘atc ZT]
antes]
7 STS*SyP H2G
15.2.1 Fillin the Company accounting details:
a) The Travel Directive Module is linked to your company policy and cannot be amended at this point.
) Choose an option from the THCEE Trip Category drop-down-menu.
). Enter the Fiscal Year.
d)_ Enter your offline TAN into the Offline TAN field
@) Inthe Rationale for not using virtual presence select the option that describes why an alternative to
making a journey/booking accommodation is not viable.
sey The system will auto validate your TAN number. If the TAN number entered is invalid on error message will display
Vand you will be unable to continue with the booking process.
15.2.2 Fillin the Travel request details:
a) Leave the Blanket Travel Travel request details
Authority blank.
Please select your Blanket Travel’ ¥]
Authorization (if applicable):
b) The Depart Date and Finish Date
+ Depat date: figmumota
boxes should already contain the Apet6-14
start and end dates of your trip |
(picked up from your itinerary). Finish date: Figroarzo1s Ta)
PD srt tence it rrr tory cig ot rt ot
‘that the trip begins. Alternatively, you may also type the date into the box.
‘Save itinerary
15.2.3 Enter the information in the Save
Itinerary section. :
Hoidp | (Booknow | [Canes
Bus
a) Inthe Trip name box, give the trip a name following the format, where, why and when.
Example: Halifax Training Conf Sep 2014.
After you have given the trip a name and submitted the travel request, you will be able to go back to It, frequired, by clicking
Itinerary and then Search itineraries, in the main Travel Menu. STS#SVP
Share ravet— Sendoos de
Sevices voyane paranss
b) Click Book now.
You will be directed to the itineraries page and the status of your booking will be displayed.
Hold trip willbe available when flights are on the itinerary. (xs eswaicn wal ovba
You will be advised by the OBT how long the reservation will | chsnz= Yow zeta
UZ be held for.
Hop Cael
* Manage Expenses ©
p To view your Travel Request inthe Expense management
tool, click Expense Management System from the Manage
Expenses tab.
If you are adding additional estimates to your Travel request, proceed to Section 11.0
If you are not adding additional estimates to your Travel request, proceed to Section 14.0]
30 STS*SyP HG
‘voyage pananse
BUCO duced ters Max te eS
The below process is for users with a Blanket Payment feraton ]
Take Auto, eoeeetettertc te temainnnceomamninnnins |
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16.1 Confirm the itinerary and Payment ican ea mim ace calala|
inform Ean 161. =" 164.2
16.1.1 Verify the Travel Segments and Saeet =
their costs in the itinerary. To aaeeiieend
segments refer to section 7.0. ‘Dicnas ae ngars Whee mace ope test nas ts wey ona cade Sage
|
|
‘make any modifications to the |
|
16.1.2 Verify the Payment method being
used for each segment.
‘on the trip by clicking on the Personal Credit
Card tink. ¢ will ollow you to modify the
You can make changes to the information
Information for this trip only.
(On the Account and Payment information
‘page at the bottom of the page (scroll ‘Company accounting datas 1824
down if required) to see the Company yan omg tings ha ee sect a ae
‘accounting details. Taw (iW ae
CRE ep Ce a
16.2 Completing the Company RES Or Seen 8a)
accounting details ple ty ates TH
etter cA
ete sisesyp Hc
a)
b)
°)
dq)
e)
16.2.1 ill in the Company accounting details:
‘The Travel Directive Module is linked to your company policy and cannot be amended at this point.
Choose an option from the THCEE Trip Category drop-down-menu.
Enter the Fiscal Year.
Leave the offline TAN field blank
In the Rationale for not using virtual presence select the option that describes why an alternative to making a
journey/booking accommodation is not viable.
16.2.2 Fillin the Travel request details:
a) Choose the Blanket Travel
‘Authority from the drop down box
‘you wish to use.
The system will auto validate the
selected BTA to ensure its valid for the
travel itinerary.
b) The Depart Date and Finish Date
boxes should already contain the
start and end dates of your trip
(picked up from your itinerary).
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€)_ Select your booking option:
‘© Auto Book: Is automatically selected. Manual Booking: if you would prefer to later go back
your itinerary and manually click to book once approval is received for the trip, leave the Auto-
book upon approval box unchecked,
Your reservation is not guaranteed until booked. Ifyou check the auto book box, the trip will automatically be booked
{for you once opprovol has been granted.
16.2.3 Enter the information in the Save | Save itinerary
Itinerary section.
Tip name: [——
Gieaie ual equest | [Cancel
a ai hing sa ae
a) Inthe Trip name box, give the trip a name following the format, where, why and when.
Example: Halifax Training Conf Sep 2014.
‘After you hove given the trp a name and submitted the travel request, you willbe able to go back tit if required, by
licking itinerary and then Seorch itineraries, n the main Travel Menu.
b) Click Create travel request.
You will be directed to the EMT.
I you are adding addtional estimates to your Travel request, proceed to Section 11.0
If you are not adding addtional estimates to your Travel request, proceed to Section 14.0
42 FEM
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Teunel= oar gree ae mp Ge. a
Creating an
Expense Report
lon now Bh § ROO expnree LR en aD
Se pene Rete’ as ype hens arene i.
O° Thich unit doles Degman noe oe
cores Cr leek to a fyowed reece
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The Expense Report is created within the Expense
‘Management Tool (EMT) and is used to reconcile your
budgeted estimates created from your Travel Request,
and request reimbursement for expenses incurred
during travel.
Contents of the Guide
10
20
3.0
40
5.0
60
7.0
8.0
9.0
10.0 Review and Submit Expense Report for Approval.
11.0 Manage an Expense Report.
‘Access the STS Portal...
Locate your Travel Request in the EMT....
Review and Add Credit Card Transactions...
Assign Expense Categories to Credit Card Transaction:
Adding Out of Pocket Expenses.
Review Financial Coding Blocks (FCB)
Finalize an Expense Report.
Upload Receipt Images,
Attach Receipt Images to Expenses. SISesyp H2G
0
12 Launch your internet browser. i e @ @
The STS Portal internet based and some departments may require your
Internet password.
‘The browsers that support the portal are: Firefox, Chrome (the last two
versions) and internet Explorer E+.
1.2 Enter httos://isuite6.hraworldwide.com/gclanguage/en-ca/home.aspx in the address bar.
[DD bem atiesennsieetionens ome dpe bso
1.3 Select your language preference.
You will be redirected to the Logon page.
p Hat the ok 0 ear yor iver
Welcome/ Bienvenue
Shared Travel Services Services de voyage partagés STS#SV.
Shared avd — Sones de
‘Seniccs voyepe rarianés
1.4 Enter your Username (TIN).
1L5 Enter your Password.
166 Click on Log on to continue.
You will be redirected to the STS
Portal. |
STS+#SVP
5 — STS#SVP
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2.1 Click Manage Expenses.
The EMT opens.
2.2 Select Travel Request from the left
navigation menu,
A list of your Travel Requests is displayed.
2.3 Click on the name of the approved Travel
Request you are referencing to create the
Expense Report.
The Travel Requests & Expenses page is
displayed.
|
| STS#SVP |
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3.1 Click the Paper Clip * icon.
The Transaction Linking & Allocation
pop up will pear.
3.2 Click the Account down arrow to select your credit
card account.
The account drop down is updated with the card account you
have selected,
The credit card feed contains dota from the
‘departmental DTEC card (Air and Rail bookings) and
DTC cards registered in the users’ profil.
3.3 Click the Period down arrow to select the card
statement period your transactions are located in,
The period drop down is updated with the statement period
you have selected.
3. Click Ok.
AA list of credit card transactions from your selected card
‘account and statement period will appear.
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3.5. Click the right arrow to link the credit card
transaction to your Travel Request.
Your selected transaction is linked to your travel request.
_meons the transaction Is linked to another expense
report.
If there is no right arrow next to the transaction, this
Click the left arrow * to remove the credit card
transaction from the list.
Transaction feeds do not need to be added to your
Travel Request.
3.6 Repeat steps 3.3 -3.5 until you have linked all your,
credit card transactions.
Click Select Alto link al displayed credit card
transactions
3.7 Click Save. ‘his wingoralons ou ssarchanainttamaacons ms |
You will be retuned to the Account Statement Travel | weeiesincrontancramases orate |
Requests & Expenses pose. ‘Shsiw andar ste Sosa aone
‘The credit card transactions you have selected now appear
a Linked Items to your Travel Request. The next step is to
‘assign an expense type to each of the credit card expenses, STS#SVP
4.1 Click the red cross ® icon from the linked credit card |“=*=
transaction, eae itn
The Transaction Details pop up will appear.
42 Click the relevant expense type
from the Spend Wizard menu
p The Spend Wizard menu disploys
this ist of available expense
— types.
Hover over the expense type fora meio FE
description Sai
|
|
I
4.3. Enter Amount and Sub Type details.
Certain expenses require a comment. For these
‘expenses, the system will force you to enter a comment
‘on the Comments tab prior to saving.
44 Click Save.
You are returned to the Transaction: Details, Coding tab.
45. If ouare changing your Financial Code Blocks (FCB),
Proceed to Step 7.2. If you are not changing your FCB,
lick Close.
Clicking Close will return you to the Account Statement,
Travel Requests & Expenses screen.
Less
4.6 Repeat Steps 4.1 to 4.5 until all credit card transactions 5 s]
have assigned expense types. 5.1 From the top right hand ‘Account Stemert
menu, click Out of Pocket ‘echner
Expense: Create New Item. | Fr
‘An Out of Pocket Expenses: | totewet ac
Create New Item pop up will ag
See: tm emer erty! Amare
5.2 Enter your information on the Out of Pocket
Expenses: Create New Item pop up.
5.2.1 Enter the expense type details in the | nen Outof Pocket Expenses: Create New item
Description field, |
ithe Name = ques ae | eee ae |
The default description is the Travel Request | ae Sanaa SpneeenNS Fae
p nome its recommended add descpion |S area 7
Of the expense ype oftr the Tove Request :
name. Example: Toronto Conference — TAXI. Vi si
5.2.2 Enter the date the expense was | source Provncsisute © = |
Frenange Rate
incurred in the Date field fing Cureory _@ Caan Oaiar
2 The defo dates todo’ dot. oo es
5.23 Select Source Country.
The default source country s Canada ond
should be changed if your expense incurred
elsewhere.
5.2.4 Select Province / State.
Even though this field is optional, itis highly recommended to enter the applicable Province/State os the
information used here determines the tax rate for the expense.
5.25 Select Billing Currency.
The default billing currency is Canadian Dollar. This is also the currency in which your expenses wil be
reimbursed. STsesyp HG
oye arias
5.2.6 Ifapplicable, enter Exchange Rate.
527 Click Save.
Dp The Out of Pocket Expenses: Detlls page wll oppear dsploying the Expenses tb.
5.2.8 Click on the appropriate expense
type from the Spend Wizard
menu.
The appropriate expense type
page appears.
DB Hover over the expense type fora
description.
5.2.9 Enter the receipted Amount and
Sub Type details
Certain expenses require «comment. For
p there expenses the sytem wil force you
(enter « comment on the Comments
tab prior to saving,
5.2.10 Click Save.
The Transaction: Details, Coding tab
is displayed.
eee)
On the Coding tab, you will see your FCB codes already populated. These codes have been taken from your
Expense Details in the Portal, or from codes configured associated with the expense type selected.
If you are changing your FCB, proceed to Step 7.1.
If you are not changing your FCB, proceed to Step 8.0
6.1 Click the down arrow | next to the applicable FCB.
A drop down list appears.
6.2 Click Search. ————
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6.3 Select the Code Value or Description of the FCB you
wish to use. If you are unsure of either value, click
Search for a list of all FCBs.
6.4 Click on the Up arrow “I to select the appropriate
Fee.
This action will close the Search window.
If this so code used often but is not your default,
you can add this as a Favourite for future use. To
do this, click the Right arrow “* next tothe
‘appropriate FCB code. This FCB will now display under
Favourites. You can have up to 15 FCBs saved as a Favourite
To permanently change your default FCBs, do this through
your profile on the Porta
6.5 Repeat Steps 7.1-7.5 for other FCBs you wish to
change.
6.6 Use the Comments text box to communicate
additional information to the approver.
The maximum character limit for this field is S00
charocters.
6.7 Click Save.
‘An Expense Report Linking Required pop up will appear.
This is only a warning message that indicates this expense
Js not yet associated with an expense report. This step will
be completed once all expenses have been accounted for,
‘and you create the expense report.
6.8 Click Close.
You will be returned to the Account Statement page.
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6.9 Repeat Steps 5.1 - 7.8 until you have recorded all your Out of Pocket expenses for your trip.
The list of Out of Pocket expenses and credit card transactions you have linked to your Travel Request will be
displayed. They will show with a red cross * , but will change to. green tick ~ once the expense report is
Jinalized.
| Account Statement
Travel Requests & Expenses
‘erty Jones ~ Summary Statement
Travel Request stats
|
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7.1 Click Expense Report: Create New Item,
An Expense Report: Create New Item pop up will appear.
7.2 Enter the expense report name in the Description
field.
recommended naming convention is Travel Request
Name + Expense Report. Example: Ottawa Dental
Conference - Expense Report 1
The default description isthe Travel Request name. The
7.3. Select Billing Currency.
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‘The default billing currency is Canadian Dollar. This is
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7A Select Transaction Dat.
The deat dnte bs the crpenss A cecton dot.
The Expiration Date should not be modified as its the date
the expense report s considered closed and will be removed
_from their Expense Report Summary.
7.5 _ If you will not be creating another Expense Report
against this Travel Request, select the Final Expense
Report checkbox.
7.8 Check the Recommender Review Required box if you
‘would like to have your Expense Report reviewed by a
recommender prior to final approval.
Section 10.0 Review and Submit Expense Report for
Approval describes how to verify who your
recommender is.
7.7 Enter additional comments in the Comments field.
7.8 Click Save.
The Account Statement - Expense Report screen appears
displaying the details of your Expense Report, your linked
Out of Pocket expenses and creditcard transactions.
The coding status of your linked transactions is naw @
Green Check mark * .
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61 Expense Report Create New lem ]
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‘This process outlines the various methods available in the EMT to upload receipt images to your Image Library.
You do not need to wait until a credit card transaction or out of pocket expense has been loaded into the system -
this process can be done at any time.
Ifyou are emi
‘your receipt images from your Smartphone or email application to the EMT, proceed to
section 8.1 Emailing Receipts Images.
If you are faxing your receipt images to the EMT, proceed to section 8.2 Faxing Receipt Images.
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if you are uploading your receipt images through File Explorer, proceed to section 8.3 Upload Receipts
using File Explorer.
8.1 Emailing Receipts Images.
8.1.1.Click Manage Receipt Images.
The Manage Receipt Images pop up will
‘appear.
8.1.2.Click Upload via Email.
The Upload via Email pop up will appear
displaying your unique upload email adress.
Save this email address to your contacts list or
‘address book to avold manually entering this
address each time.
8.1.3.£mail your image receipts as email
attachments from your Smart phone or
email application to this email address.
Dp You do nat need to add a message, or subject to
your email. Images are sent and automaticaly
Toaded into your Image Library.
8.1.4.Click Close.
8.1.5.To attach your emailed receipts to
‘expenses, proceed to section 9.0 Attach
Receipts to Expenses
14
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8.2 Faxing Receipt Images
8.2.1.Click Manage Receipt Images.
The Manage Receipt Images pop up will
‘appear.
Ensure your computer is connected to a printer in "a .
‘order to print out the Fox Template for step 8.2.3
8.2.2.Click Upload via Fax.
The Fax Template will appear.
8.2.3.Click Print,
This will send the Fax Template to your
connected printer for printing.
8.2.4, Attach as many receipts as you wish to the
Fax Template, ensuring your receipts fit
within the border of the fax template.
Repeat step 8.2.3 if you have more receipts to
attach.
8.2.5.Fax all pages to 1 855 823 8576.
‘Once the fax has been sent, images are loaded
{9s a pdffile to your Image Library
8.2.6.To attach your faxed receipts to expenses,
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proceed to section 10.0 Attach Receipts to
Expenses.
8.3 Upload Receipts using File Explorer
8.3.1.Click Manage Receipt Images. oral
The Manage Receipt Images pop up will lecrine Srey et
‘appear.
8.3.2.Click Upload.
The File Upload pop up will appear.
8.3.3.Browse to the file location where your
receipts are stored and click the file to
select.
The File Name field will populate with the nome
of the selected file.
png, tif, ls, xlsx, .doc, docx and pdf with a
p The following files can be uploaded: jpg, .joea, gif,
‘maximum single fle size of 5MB.
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8.3.4.Click Open. ad
‘An Upload New Image pop up will eppear |
disploying the upload progress of the fle. | .
success
The os) were successtuy uploaded:
‘A Success message will appear once the upload ate came
's completed. eo a
8.3.5.Click Cancel to close Manage Receipt
Links.
You are returned to the Manage Receipt
Images page.
8.3.6 Repeat steps 8.3.2 to 8.3.5 to upload
additional receipt images.
8.3.7.Proceed to step 9.1 once all your receipt
images have been uploaded.
Use Filters to locate and scroll images you have
loaded. Selecting the Linked Images radio button
