Indiana Department of Administration State Travel Services Train-the-Trainer Training Sessions: March 27, 2013 and April 4, 2013
Travel Services Implementation Team IDOA: Minnie Hoskins – State Travel Director Gina Kerr – Contract Manager/Implementation Manager Shelley Whiteside – Travel Services back-up GMIS: Todd Carr – PeopleSoft Support Travel Leaders: Kellie Coleman – Relationship Manager
Training Agenda • Training Purpose & Session Focus • Roles & Responsibilities • New Travel Program Overview • Travel Services Workflow • In State Travel Reminders • Important State Travel Service Protocols • PeopleSoft Process Overview • Travel Leaders Trip Manager Tool • Training Resource Tools • Training Next Steps • Questions • Brief Training Survey
Training Purpose The purpose of this Train-the-Trainer training is to ensure that all Agency Travel Coordinators and Planners obtain the applicable policies and procedures to implement within their agencies and to provide resource tools to help further educate their travelers.
Travel Management Roles and Responsibilities Role: Key Person: Policy, Review, Approvals: Minnie Hoskins Contract/Implem. Management: Gina Kerr Contractor Software Training: Kellie Coleman PeopleSoft Support: Todd Carr Agency Travel Requests & Approvals: Travel Coordinator Assist Travel Coordinator: Travel Planner
Travel Management Roles and Responsibilities Agency Travel Coordinatoris the key travel manager of the agency who reviews requests and approves travel for the agency. The Coordinator is the key liaison with the State Travel Office on State approvals. There is one Agency Travel Coordinator per agency. Agency Travel Planner(s)provides support to the Agency Travel Coordinator for travel related actions within the agency. Depending upon the agency structure, this role may have 0 to multiple people. Frequent Traveleris a State employee, unless otherwise advised by the State Travel Office, that travels four or more times throughout the year for State business travel. One-time Traveleris a State employee, unless otherwise advised by the State Travel Office, that travels minimally throughout a given year.
New Travel Program Overview Changes • Migrating Agencies to the PeopleSoft Travel and Expense Module will... • Transition from Paper to Electronic Approvals • Eliminating 5-part carbon set paper. • Quicker turnaround on reimbursements. Interested in implementing? Contact Minnie Hoskins at firstname.lastname@example.org
New Travel Program Overview Fee Schedule Trip Manager: Bookings for Airline: $12.00/transaction Bookings for Hotel, Car Rental: $ 0.00/transaction Travel Leaders Indianapolis: Full Service for Airline: $28.00/ transaction Bookings for Hotel, Car Rental: $ 0.00/ transaction Changes and Cancellations: $28.00/ transaction REMINDER: These charges will appear on the traveler’s itinerary, and IDOA will be invoiced. Please contact the State Travel Office if you need to make any changes.
Trip Manager Fees To avoid unnecessary charges to the State, please avoid directly contacting Travel Leaders for routine estimates and bookings, whenever possible. Agencies are to utilize Trip Manager when it is viable. Most arrangements can and should be made through Trip Manager and this practice will result in significant cost savings to the State. These charges will appear on the traveler’s itinerary and IDOA will be invoiced. Please contact the State Travel Office if you need to make any changes.
New Travel Program Overview Rental Vehicles • No change in Current Process • Continue to: • Reserve rentals through current process • Obtain insurance coverage for out-of-state rentals • Use existing Fuel Options
In-State Policy Reminders • Brief In-State Reminders include: • Reimbursement Mileage Calculator • Rental Car vs. Personal Vehicle • In State Hotel maximum $89.00 • Pre-approval outside of Hotel • maximum required • IDOA website: http://www.in.gov/idoa/2459.htm
Travel Services PeopleSoft Workflow Estimate • Acquire estimate using Trip Manager • DO NOT “PURCHASE TICKET” Authorization Review • Travel Director reviews request • Additional information may be requested Authorization • Travel Director provides written notification to Travel Coordinator • Additional information requested by Travel Director Authorization Request • Complete SF 823 • Include required supporting documentation DENIED APPROVED Denial Communication • Travel Director provides notification • that travel has been denied, and • reasons for denial to Travel • Coordinator or requesting employee Approval Communication • Travel Director provides travel authorization approval via email to Travel Coordinator or requesting employee Booking • Agency Travel Planner books travel using Trip Manager by inputting necessary information and clicking “Purchase Ticket” Booking Issue – Do Not Book • If rate is >$200 above estimated rate, • return to Authorization Review
Blanket Travel Services Protocols If an Agency has fiscal year approval through The Indiana Department of Administration and The Indiana State Budget Agency to make arrangements without submitting an out-of-state request, the code that will be entered in Trip Manager to allow airfare and/or hotel will be BLANKET followed by the agency 3 letter code. (i.e. BLANKETDOA). * *Updated on 04/23/2013
Emergency Travel Services Protocols If travel is necessary due to the nature of the business of the agency and there is not sufficient time to receive prior approval, the agency should proceed to make their travel arrangements and submit a paper out-of-state request form (State Form# 823) as soon as possible for review. When utilizing Trip Manager to make travel arrangements such as airfare and/or hotel an approval code is required, this code will be EMERGENCY1. * *Updated on 04/23/2013
Trip Manager Codes Trip Manager Codes for all other Travel: If an agency is utilizing PeopleSoft for out-of-state approval, the approval code will automatically be generated after the review and authorization from the Travel Department of the Indiana Department of Administration. This code will be posted in Trip Manager by the agency when airfare is purchased. If an agency submits paper out-of-state authorization forms, the approval code will be e-mailed to the agency travel coordinators from the Travel Department of the Indiana Department of Administration at the same time as approval is sent. This code will be posted in Trip Manager by the agency when airfare is purchased.
PeopleSoft Process Overview • Key Notes and Reminders: • Agency Acronym in Description • Additional Transportation Info • Hotel Name Specified • Date of Birth for Airfare • Position/Job Title Detail • Out of State Approval Code
IDOA Authorization Code: 113946 • Agency Acronym in Description • Additional Transportation Info • Hotel Name Specified • Date of Birth for Airfare • Position/Job Title Detail • Out of State Approval Code THE TRAVEL AUTHORIZATION Out-of-State Travel Request
Travel Coordinator Protocol Each agency will need to identify a Travel Coordinator and if applicable, Travel Planners who will have access to everyone within the Agency’s frequent traveler and one time traveler profiles. * *Updated on 04/23/2013
Trip Manager Trip Manageris provided by State Contractor, Travel Leaders, and utilized by State Travel Managers, Agency Travel Coordinators, Agency Travel Planners, and Agency Frequent Travelers to obtain estimates and book hotel and airfare options.
Hotel credit card authorization When an Agency Travel Coordinator or Planner makes a hotel reservation for a traveler without a credit card, a credit card authorization must be completed and faxed to the hotel, with a copy of the front and back of the card and a copy of the individual’s driver’s license. This must be done whether they use Trip Manager or call Travel Leaders.
Adding frequent traveler profiles If a frequent traveler profile is needed, the Agency Travel Planner would send a e-mail, with “Adding profile” in the subject line, to Kevin Kane of IDOA at email@example.com. Please allow 48 hours for a profile to be loaded, in emergency travel situations, we can load a profile right away, if the traveler is traveling the same day or next. *Updated on 05/21/2013
Adding agency credit cards to profiles When the Agency Travel Planner requests that a new profile be added, he/she can request that the agency credit card be loaded in the profile. The information will then be encrypted and synced to the traveler’s profile.
Adding personal credit cards to profiles Once a new profile has been added, the Agency Travel Coordinator/Planner or traveler can add a personal card. The card information will be encrypted and synced to the traveler’s profile.
Deleting profiles Each Agency Travel Coordinator/Planner will be responsible for notifying Traveler Leaders to remove a profile. This is extremely important and needs to be done immediately whenever a traveler changes his/her employment or transfers from one agency to another. To delete a profile, e-mail Kelly Longstreth at firstname.lastname@example.org between 8 a.m. and 5 p.m., EST, Monday through Friday. Title it “Delete profile” and mark the message as “urgent.”
Step-by-Step Guide to using TRIP MANAGER for: Booking Airfare and Hotel Example
Travel Leaders Trip Manager Start to Finish Example of: Booking Airfare and Hotel Example
TL Trip Manager Website To visit Travel Leaders Trip Manager System: www.tripmanager.com
Step #1 – Sign-in screen Steps: Access - Click on your Internet browser. In the address box type in: www.tripmanager.com Step One - Sign-In Screen - In order to access Trip Manager, please complete the following items: Company = INDIANA (this is not case sensitive) Member ID = TM Member ID Naming Convention (an example of this naming convention is “DOA-JWERNER”. This information is provided by Kelly Longstreth under protocol for “Adding a Profile”. Password = your personal password (see notes below for first-time users) Click on Log In FIRST-TIME USERS: DO NOT enter a password the first time you utilize the system. Leave the field blank, and you will be prompted to create a password.
Step #2 - Daily Briefing Page Once you log in, you will see a Daily Briefing page. After that, the briefing can be found by clicking Daily Briefingon the top submenu under Flights.
Step #3 – Profile Selection: One-time vs. Frequent traveler • There are three choices when selecting profiles: • Option #1 - New Profile Creation: One-time/Guest travelers – Set up by Agency Travel Coordinator or Planner • Option #2 - Frequent traveler – Set up by Travel Leaders upon agency request • Option #3 – Selecting an existing profile
Step #3 – Profile page overview • Key notes: • Travel Coordinators and Planners have access to these profiles. • The personal information screen is used to add, modify or delete information about the traveler, such as full name, address and phone number. All of the Secure Flight Information MUST be added for the Traveler.
Option #1 – One-time/Guest traveler profiles #1 - Click on “One Time Traveler” tab to get screen below. #2 - Select an existing traveler from this list and press “Next.” Or click here to enter a new profile. • Key Notes: • The “One Time Traveler” tab allows you to make a reservation for a traveler without a profile. The one-time traveler screen contains a list of travelers who have had reservations in the past 90 days, but do not have a permanent profile in Trip Manager XE. • Select an existing traveler from the list and click “Next” to access the trip Itinerary screen for the traveler. To begin booking a reservation, select the “Flights” tab and then click the “Start a New Trip” link from the drop-down list, which displays when the “Flights” tab is selected. • Clicking “Back” returns the user to the previous screen.
Option #2 – Create frequent traveler profiles Reminder: Frequent traveler profiles must be created by Travel Leaders, upon agency request. Please allow 24 hours for a profile to be loaded, although some exceptions can be made for emergency travel.
Option #3 – Choosing an existing profile #1 - Click on “Select a Traveler.” #2 - Select an existing traveler from this list and press “Next.” • Key notes: • Selecting the “Traveler Tab” allows you to make a reservation for a traveler with a profile. The “Select a Traveler” screen contains a search option you can use to look up and choose a Frequent Traveler. • Select an existing traveler from the list and click “Next” to access the Trip Itinerary screen for the traveler. To begin booking a reservation, select the “Flights” tab and then click the “Start a New Trip” link from the drop-down list, which displays when the “Flights” tab is selected. • Clicking “Back” returns the user to the previous screen.
Adding a credit card to an existing profile • Key notes: • Select the “Credit Card” tab.
Adding credit cards (continued) • Key notes: • On the “Credit Card Information” screen, you can Add/Edit/Delete a card.